Digital accounting

Many companies deal with hundreds of invoices and delivery notes every day. The time required for checking and filing paper documents is enormous, and the procedure is prone to errors. Digitally routing invoices through the company with a defined workflow noticeably speeds up the processes for checking, approval and payment and reduces costs at the same time. That is why many companies want a consistently digital invoice workflow. Stefan Halupka, Business Unit Director ECM & ICT DACH at TA Triumph-Adler, even believes that “no company can avoid digitised invoicing processes any longer.”

There are 1,001 causes of irritation when it comes to checking and processing invoices. There is a simple remedy to combat the hassle: digital invoice checking and processing via ECM. The abbreviation stands for Enterprise Content Management and allows documents to be managed electronically and handled in automated processes. This begins with capturing and continues through to saving and archiving the documents. The ECM defines who is allowed to access which documents and when. It recognises payment deadlines and discounts and reminds you of both in good time.

The unique feature of ECM systems is their modular design. This means that companies do not have to convert their processes in one fell swoop. They can digitise step by step instead. Different workflows are defined for different processes, and it is this flexibility that sets ECM solutions apart.

Document management systems that are integrated into the company’s own IT systems provide the backbone for digital accounting systems. The experts speak of what they call on-prem solutions: the ECM system is located on the actual premises. TA Triumph-Adler offers this ECM variant with the integrated ECM Personnel module developed by enaio: tailored workflows guide documents through the system with as much automation as desired.

Would you like to make use of these advantages without burdening your IT department with additional work? If so, yuuvis® RAD as a Service is the perfect solution for you. It is based on the ECM software yuuvis® RAD developed by Optimal Systems. You can use our yuuvis® RAD as a Service solution to move your document management to the cloud. It gives you all the advantages of an ECM solution without having to worry about the technology. In fact, the opposite applies: updates and patches are applied automatically without you having to bother with them.

Attention! Please note that our product demonstration is only available within Germany.

An ECM system offers the ideal entry point to digital acounting. After all, problems here can be really expensive. Despite that, remedies are readily available. Without a digitalised workflow, invoice documents often take days to reach the accounting department. One consequence of this is that irritated suppliers have to be stalled. All that is a thing of the past with an ECM system. Invoices run through the company in digital form in a matter of minutes and can be called up at any time.

“Typically, employees can cut a 15 to 20 minute search down to a few seconds with an ECM,” the industry association Bitkom declares in praise. He estimates that “employees will have up to 30% of their working time available for more important tasks due to the time saved by searching using the ECM”. Bitkom also mentions three further advantages:

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It is getting easier and easier to exchange invoices digitally - and thanks to the Xrechnung format, it is gradually becoming a requirement. It is then possible to calculate how much can be saved by switching from manual to electronic invoice checking and processing, which can be up to 80% of the costs. These savings can be even greater because digital processes also reduce the error rate. Here is a summary of all the advantages:

Accessing documents, checking invoices and approving orders via ECM can of course also be done on the move and remotely. Meetings, email correspondence and telephone conferences can also be conducted this way without losing information or violating data protection regulations. ECM makes companies fit for the digitised office of today. And tomorrow.

Would you like to discover more about the ECM Digital Accounting module?
We would be happy to hold a consultation with you!

Would you like to find out more information beforehand? Then download our whitepaper “ECM – How to digitise your business processes”!