Accord Housing Group has selected Documotive to deliver a fully-integrated purchase invoice management solution to work alongside its existing OpenAccounts finance system. The new system is expected to be operational by May 2010.
Following a recent review of its internal processes and back-office systems, Accord realised that there would be significant benefits in improving the management of the purchase invoices resulting from the group’s management of 11,000 homes and 40,000 tenants across the Midlands.
Debbie Miller, finance manager, Accord Housing Group, said, “We receive around 40,000 purchase invoices each year across the group. We have 200 approvers based at various locations in the Midlands and there are six full-time staff who register invoices and then have the job of getting invoices approved.”
The new Documotive system will capture the invoices on receipt, identify the supplier electronically and then automatically route them to the relevant approver.
Miller added, “In common with many organisations, we also had the associated issues of managing a paper-based approval process which is both time consuming and takes a lot of office space.”
The new system will capture and store all invoices electronically and will automatically notify users when they have invoices for approval. The Documotive system will also send reminders to users and manage any escalation processes, significantly reducing the volume of manual processes and interventions while streamlining Accord’s complete purchase-to-pay process.