Objectives
Mears had a strong business strategy of growth, both organically and through acquisitions. A process and system to accommodate such growth and the resulting increase in invoices was pivotal. Increased invoice visibility and efficiency across the Group was also key.
The organisation identified Proactis as the perfect solution to replace its resource-intensive, error-prone, paper-based processes, and one that would integrate seamlessly with its in-house procurement and SunSystem finance system.
How Proactis helps
Following in-depth evaluation of the Group’s requirements, Proactis implemented a solution in two phases to PRINCE2 Project Management methodology, while introducing many new best-practice techniques to ensure complete automation of invoice processing.
The solution, a scanning and data capture system, ensured that incoming purchase invoices could be scanned instantly, with information being automatically extracted with little manual keying required. Proactis also supports electronic invoices in XML and PDF format, with seamless integration with the Group’s procurement and finance systems.
Benefits
Mears has grown its business without growing its invoice processing resource. The organisation can now cope with the extra workload without adding people to the team. Before Proactis, 20,000 invoices were being processed every month by a team of eight. This number is now 100,000 per month, with the same headcount, generating 500% efficiency savings.
The Proactis solution has complemented the process and technology initiatives while improving accuracy and reporting. The increased level of control and transparency of invoice processing throughout the organisation using best-practice controls also delivers compliance that was not previously possible.