Derbyshire Support and Facilities Services reduces manual invoice entry by 96% with Proactis Invoice Capture

Challenge

As a subsidiary delivering facilities and support services on behalf of an NHS Foundation Trust, DSFS needed an Accounts Payable process capable of handling a significant and growing volume of supplier invoices without adding administrative overhead to its Finance team. Manual keying of invoice values was time-consuming and left the team exposed to processing delays and inconsistent enforcement of purchasing controls.

DSFS also needed to reinforce its 'No PO, No Pay' policy consistently, ensuring invoices arriving without a valid Purchase Order number were identified and routed back to suppliers rather than absorbed into manual exception-handling. The organisation required a solution that could integrate cleanly with its existing Unit4 ERP system, deploy quickly, and demonstrate measurable value from an early stage.

Solution

DSFS implemented Proactis Invoice Capture, integrating it directly with its existing Unit4 ERP solution. The project was delivered within a seven-week window from start to go-live, reflecting a rapid and smooth deployment.

The solution combines the latest capture technologies, including artificial intelligence, to substantially reduce manual keying of invoice values. A central part of the implementation was the introduction of Query Desk functionality within Invoice Capture, which gives DSFS the ability to electronically underpin its 'No PO, No Pay' policy. Invoice exceptions, such as those arriving without a valid Purchase Order number, are now routed electronically back to the supplier, allowing DSFS to enforce financial controls consistently, reduce delays, and help ensure suppliers are paid on time.