Web-hosted document management streamlines work, improves information access across the country
A successful national frozen food products company, and D2Xchange customer, prides itself on working smarter and being a responsive, customer friendly organization.
The web-hosted document management solution D2Xchange implemented at the company’s corporate headquarters in Georgia, is helping the organization deliver on its promise by streamlining how the company tracks and reconciles the hundreds of thousands of documents the accounts payable and billing department processes each month.
Before introducing paperless document management, the company scanned invoices, broker statements, claims forms and other documents in house. As sales increased, imaging needs quickly exceeded the organization’s in-house capacity.
D2Xchange recommended an ASP-model document management solution. Our customer found it to be a cost-effective alternative to adding staff and purchasing additional scanners, software upgrades and service agreements.
The flexible system allows D2Xchange to integrate documents and data from a variety of sources –electronic files sent directly from the customer, data feeds provided by third parties (i.e., the company’s bank) and paper documents D2Xchange manually scans. Information is indexed following customer-specified parameters designed to make documents and data easy and logical to locate.
Once uploaded to a secure website, company associates and brokers enjoy the convenience of accessing information they need at any time from any web connection. (The company employs a layered security system to control what information can be viewed by which employees/brokers/customers.) Because information is easier to access, routine tasks can be performed more quickly including matching invoices and claim forms to checks, tracking sent checks and reconciling accounts. Data can also be downloaded to applications such as Excel.
The solution has improved operational efficiencies and helped bridge communications between departments as more people use the information housed on the system.
It also makes it easier for brokers from around the country to do business with the company. If they can access the internet, they can access the information they need to keep the company’s high quality food products moving.