Case study

Paperless management of received invoices at the Avtotehna Group

The Avtotehna Group introduced a procedural solution for managing received invoices, a key area where they wanted to increase efficiency and gain control over their documents. Avtera was the first company to begin with implementation.

A large part of the Avtotehna Group’s business is in the area of sales, where received invoices represent the lion’s share of incoming documents, and thereby one of the most important business processes. The main objective of updating the process of managing received invoices was to increase the efficiency of work organization and to the greatest extent possible, as well as unify and standardize the implementation of this process on a group level. The updating and digitization of the process of managing received invoices in the Avtotehna Group was carried out in cooperation with Mikrocop.

Time-consuming conventional processing of invoices

Avtera was the first company to begin updating processes. Before the introduction of the paperless solution, Avtera processed received invoices in the standard way, as the majority of organizations still do. When the company received an invoice, it was entered into the appropriate record and it began its journey around the company in paper form. “In practice, this meant that we sometimes needed more than a week to process these paper invoices,” explained Grega Vrhovnik, technical director of Avtera.

“Managing invoices in paper form is difficult, time-consuming and costly. Due to the large quantities of documents, a great deal of time is used just for the distribution, retrieval and exchange of documents, as well as for their organising and archiving. This creates an unwieldy number of copies of each document, which are almost impossible to have control over, which then causes further hold ups in the process. On top of this, a document can go missing from time to time,” he added.

Most issues were resolved thanks to the reorganization

By updating and optimising the processes, and by implementing the document and business process management solutions, Avtera was able to resolve the majority of the previously mentioned problems. The company set up capture points where they now immediately scan all received paper invoices and convert them into an electronic format to be sent to Mikrocop’s process solution. From there, the received invoice processing procedure is automated and in accordance with predefined rules. Following the completion of the process, the documents are stored securely in the certified e-storage system.

Faster and more secure business

The positive effects of this new way of managing documents became visible almost immediately. They were able to significantly shorten the time needed to process invoices and it now only takes 2 to 4 days on average. “This is of key importance for us, as we can take advantage of additional discounts by optimizing payments to suppliers, subsequently increasing our profitability,” said Vrhovnik. They also introduced an effective means of control over the process and the documents, which reduced the possibility of losing any documents. The security of operations also increased, since all the activities in the process are recorded in an audit trail, while only authorized users have access to the documents. Secure and legally compliant electronic storage is also provided, since the documents are stored in Mikrocop’s certified e-storage system.

Accessible at any time and any place

One of the advantages of using Mikrocop’s process solutions is the fact that it is accessible whenever and from wherever thanks to being a cloud-based service. “This means that employees can carry out their tasks in accordance with their roles in the business process, even when they are not physically in the office. We decided to use a cloud-based service primarily due to the aspect of optimizing operating costs. This business model allowed us to begin operating paperless without any large initial investments, while we could adapt the extent of the services use to fit our needs.”

After the successful implementation of the paperless operating solution at Avtera, other companies within the group are following suit. “This takes us one step closer to our final goal of unifying and standardizing this process on a group level,” explains Vrhovnik. Avtera will endeavor to take advantage of the numerous benefits of going paperless by expanding it to other types of documents. “The end goal is to achieve greater responsiveness and cost-effective operations on all levels where at all possible.”