Consumer - Case Study
Making Accounts Payable A Truly Paperless Department
Client ~ Consumer Products Company
Problem ~ The accounts payable department of the Canadian division of a global consumer products company needed a cost-effective, outsourced solution for on-going archiving, document conversion and efficient retrieval by all Canadian offices.
Opportunity ~ Install a web-based document management solution for accounts payable that could be implemented easily, provide a robust search capability along with reporting and audit reports quickly.
Deliverables ~ Paid invoices are collected weekly by Octacom from the client’s Toronto office, and we prepare, scan and index them at our facility. Scanned images are available to users across the country at any time. We added several searchable indexes. Image quality is continuously monitored to ensure 100% capture through our unique audit processing system. Security features means sensitive documents are available only to authorized personnel.
Outcome ~ The client now has a paperless department with no on-site filing or storage of vouchers, saving both money and valuable space.
Accounts payable staff no longer wastes time manually locating documents, and other departments may view and retrieve paid invoices on their own. Continuous auditing ensures 100% capture in the system, assuring compliance officers and auditors of the integrity of the system.
The system works so well, the company converted three years worth of accounts payable documents retroactively.