Processing and Automating the invoice and contract workflows
Processing and Automating the invoice and contract workflows
Digital management of essential content and business process
GETICA OOH is a leading advertising company and the third largest in the Out Of Home Advertising (OOH) market in Romania, with a national network of approximately 2,500 billboards in premium locations throughout the country and over 50 employees. Founded in 1997 as Exclusive Media, the company changed its name to GETICA OOH in 2013.
The collaboration between GETICA OOH and Konica Minolta Romania started in 2016, when the company wanted to streamline the activities with a large volume of printed documents.
Following the analysis, Konica Minolta proposed the implementation of an electronic document processing and storage solution, adapted to the volume of documents and activities at that time.
Now, GETICA OOH wanted to extend the existing solution with new functionalities. Thus, Konica Minolta implemented a new electronic document management system which enables digital management of the essential content and business processes associated with financial-accounting documents, sales or purchasing contracts as well as automation of workflows, thus contributing to increased operational efficiency and freeing up valuable time to focus on critical aspects of the business.
The actual project
Based on the strong collaboration between GETICA OOH and Konica Minolta Romania team, as well as due to the diversification of activities and the increase in the volume of managed documents, GETICA OOH wanted to extend the existing solution with new functionalities regarding advanced extraction of information from the invoices and contracts with customers and suppliers, verification, validation and release of documents on the approval workflows, as well as their storage in an easy-to-manage document management system.
Following the analysis of the internal processes within GETICA OOH, Konica Minolta Romania also proposed the implementation of an electronic contract management solution to streamline the work with the documents, from creation to approval, electronic signature, storage and retrieval. For more flexibility and accessibility, the entire solution is hosted in Microsoft Azure.
The implemented applications
- ABBYY FlexiCapture for Invoices
- M-Files
- DocuSign
Concrete data on the implemented solutions
The implementation project of the solutions involved several stages for GETICA OOH:
- Scanning documents from the Konica Minolta printing equipments, followed by extracting relevant data from the contracts and invoices at product line level with ABBYY FlexiCapture
- Verification and validation of the extracted information
- Defining a customised approval workflow based on the customer requirements
- Implementation of M-Files platform for the internal process automation and easy document management
- Integration of the previous document management platform with M-Files, giving users access to all documents saved in the past
- Migration of relevant documents from the old solution to M-Files
- Setting up automatic notifications on contract validation, approval or expiry
- Integration of DocuSign electronic signature solution
- Configuring applications in order to be accessible from Microsoft Azure
Eliza Gedoiu
Chief Financial Officer, GETICA OOH, Romania
"The electronic document management system implemented with ABBYY and M-Files solutions enables digital management of the essential content and business processes associated with financialaccounting documents, sales or purchasing contracts as well as automation of workflows, thus contributing to increased operational efficiency and freeing up valuable time to focus on critical aspects of the business. The implemented system represents a new step into the process of digitization and automation, a process that started 6 years ago with Konica Minolta, a process that has accelerated since 2020, a process that, I would say, it is far from being over. It is, in fact, an ongoing process of absorbing new technologies that are becoming more and more accessible, technologies that make our lives easier, that help us achieve more and better with less."
Challenges
- Long time required for manual entry of the invoice and contract data into the existing management system
- Cumbersome management of approval workflows for the invoices
- Difficult report generation
- Long time for the signing of the contracts with partners
Solution
- Implementation of an automated solution to extract information from invoices and contracts
- Implementation of approval workflows for pre-processed invoices
- Development of a document management solution based on the M-Files platform, allowing collaborative work on contracts, addenda and annexes, as well as storage of pre-processed documents with ABBYY FlexiCapture
- Implementation of the approval workflows where each user with access rights has input into the definition of the final contract version
- Simplified way of searching for information
- Generation of automatic notifications for documents approval, revision or expiry
- Creation of reports specific to contract work, needed both at management level and employees
- Implementation of an electronic signature solution to streamline the time required to sign contracts and significantly reduce courier or printing costs
Benefits
- Automatic import of the digital documents into the application
- Secure access to the information needed
- Automatic extraction of data from invoices and contracts
- Quick retrieval of documents in M-Files
- Automatic notifications for the contracts due date
- Approval workflows allowing a transparent view of the approval process
- Contract versioning history with visibility to the comments of each user involved
- Specific reports for each contract category
- Digital signature to streamline the time needed to sign contracts
- Microsoft Azure hosting of the applications, without additional investment in physical infrastructure