“…has enabled the purchase ledger process and job cost management to be approximately 40%-50% more efficient.”
Steve Kitney, Stenball’s Financial Controller
With an ever-increasing number of documents within the purchase ledger cycle, which exposed how inefficient Stenball Group’s processes were, the company was facing a choice of either increasing headcount or looking for technology to remove those inefficiencies and streamline document management processes. According to Steve Kitney, Stenball’s Financial Controller, with the implementation of PaperLess for Sage “we have grown by approximately 25% and we have been able to deal with the increased volumes with no increase in headcount.”
The company associates the results achieved with the automated approval processes and the reduction on time spent on manual data input introduced by PaperLess software. Even though the client considers the increase on efficiency levels to be one of the main benefits that came with the implementation of PaperLess software, the ability for Project Managers to have sight of all invoices on each project as soon as the invoices are processed in PaperLess is also seen as a very important benefit. With PaperLess they can now “see all invoices in real-time, enabling them to identify any unexpected items for charging to clients and any abnormal purchases by our staff” adds Steve Kitney.
A new and streamlined way of approving invoices with PaperLess Online Invoice Approval for Sage…
With multiple onsite projects throughout UK, Stenball has a team of 7 people that spend most of their time at the clients’ sites and rarely go into the office. Because of this, having invoices approved prior to payment was always a challenge, as well as very labor intensive and time consuming. Adding to this, Stenball’s clients wanted the final costs on each project to be submitted quickly after completion and the purchase ledger team was struggling to keep up to date because of the constrains in the approval process.
In order to speed up the approval process and ensure the clients’ satisfaction the company implemented PaperLess Online Invoice Approval so that approval processes could be automated and invoices could be approved from anywhere in the country.
The approval process in PaperLess adapts to the client’s needs and since for Stenball it was extremely important to have the invoices immediately posted to the ledger, PaperLess Dispute Approval method was enabled. Using this method means that invoices are immediately posted as soon as the document flow is activated, with PaperLess automatically setting the dispute flag in Sage, meaning that the invoices are stopped for payment until final approval is given.
Some unexpected benefits introduced by PaperLess Document Management Software