Case Study - Bentley Motors Save 50% on Invoice Processing Times

The challenge

An increase in production levels due to the introduction of their new GT coupé resulted in Bentley’s finance department coming under pressure from increased volumes of supplier orders and processing of the associated invoices. Bentley contacted DCS to explore various document management based options available to help solve these problems.

The solution

After an extended supplier selection process, DCS were chosen to implement an automated invoice capture and archive solution which was based around FileStore EDM and an automated invoice scanning and data extraction program.This was quickly implemented and rolled out as a web based site licence available to over 2000 staff. Integration with SAP was achieved in under a week and had no impact on any SAP processes or workflows.

Bentley invoice processing case study from Data Capture Solutions Download the invoice processing case study

The benefits

The solution now allows Bentley to process invoices around 50% quicker with the same staffing levels, enabling the firm to cope with expanding invoice volumes without the need for additional staff recruitment. Invoices can also be tracked and accrued from a much earlier stage which allows management information to be more accurate and supplier discounts to be taken more easily.

The workflow elements enable exceptions to be quickly routed for approval to any staff member, and as 50% of AP time was spent in handling exceptions, this made a real difference to saving time and effort. Although Bentley had licences for Documentum EDM software it was decided to use FileStore EDM as it was much more cost-effective and could be expanded with less effort at a later stage for use in other document management business applications. Following the success of the system for P2P processes, the FileStore system has been adopted in managing chassis documentation.

About FileStore

DCS's award-winning electronic document management solution FileStore EDM provides an expandable, flexible and easy to use system for all your business documentation.

FileStore works completely within a web browser making your documents instantly available from any internet or intranet connected client PC. It eliminates unstructured electronic file and paper document stores by automatically structuring information in an easy to access database which uses Microsoft's latest .Net technology and a robust SQL server at its core.

To learn more about Filestore or to find out if it is the right document management solution for you call our business consultants at 01723 616 720 or send an enquiry using our Contact Form.