Case Study - How is PaperLess for Sage Education enabling Elevate Multi Academy Trust to speed-up invoice processing and approval routines?
For Elevate Multi Academy Trust the amount of paper invoices received and the increasing number of schoolss joining the trust in varying locations, were some of the factors that led to the implementation of PaperLess for Sage Education.
For the Trust it was also important to make sure that Headteachers could easily view, approve and dispute invoices.
The Document Management Solution would need to fit all these requirements and work seamlessly integrated with Sage for Education.
With PaperLess they can trace in seconds any documents they need to scrutinise
Why did Elevate choose PaperLess for Sage Education speed-up invoice processing and approval processes?
Because only PaperLess had the necessary set of skills to offer a document management solution that would fit all the customer's requirements while, at the same time, offering a seamlessly integration with Sage for Education.
Such features go from automatic invoice recognition and automatic attach of invoices to transactions in Sage for Education to Online Invoice Approval and Automatic Scanning of Invoices into Sage for Education.
Another important factor that led to the choice of PaperLess Document Management was the positive results achieved by other schools using PaperLess. This resulted in PaperLess being recommended to Elevate Multi Academy Trust as the best Document Management Solution for Sage for Education.
By having PaperLess recommended to them, the learning institution got the necessary assurance that their main goals – reduce usage of paper and printing costs and the time for invoices to be authorised – could be easily achieved by PaperLess.
How much did the Trust saved with the implementation of PaperLess Software?
Considering that in the first year of using Paperless around 10,000 documents were processed, the Trust did not have to support the associated costs with printing, scanning and archiving those documents.
Even more important that the direct savings were the savings in turnaround time in processing invoices. Before PaperLess, hard copy invoices were sent to Headteachers for approval, then they had to be returned to the Central Team which would then input them into Sage. This process was time consuming and difficult to manage, causing that suppliers would occasionally be paid late.
Nowadays, invoice processing is fully automated with the Trust’s invoices received in one centralised inbox and with invoice data automatically captured by PaperLess Invoice Recognition. Accounts teams only need to review the data and send the invoices for approval. Once approval is given, the transaction is automatically posted to Sage and the invoice is automatically attached to the corresponding transactions in Sage for Education.
What are Sage users saying about PaperLess Document Management Software?
“… as the company further expanded the way that things were done was not sustainable… we could not keep increasing the headcount indefinitely so PaperLess Invoice Processing automation levels were definitely the right choice for us.”
Gerard Murray, David Wood Baking Accounts Department
Nicholas Reyes-Ramirez, Everyman Media Group’s Finance Assistant
“The approvers in our business enjoy the ease of use of the system as well as having instant online access to all invoices relevant to them. The approval process for approvers is simply a click of a mouse!”
Alan Lynch, Fitzgeralds Woodlands House Hotel Financial Controller
UKFast Finance Director, Joseph Ryland
Email: [email protected]
Phone Number: +44 (0) 207 135 2007