Solution implemented in only four months

The solution implemented in only four months covers the entire workflow for the approximately 120,000 vendor invoices per year. This includes the capturing of the invoice information, their validation and approval, through to payment and audit-proof digital archiving. The implemented solution is based on the technologies AnyDoc (scanning and OCR), Basware (workflows) and Windream (archive). The solution acquires data such as suppliers' addresses, accounts codes and cost centres via an interface directly from the existing REM real estate software. This means that as they are scanned using two scanning stations installed on site, new invoices can immediately be validated and automatically supplemented with additional information.

Flexibly definable workflows

On the basis of predefined workflow rules, the scanned invoices are sent electronically to one or more recipients. The rules also resolve conflict situations. For example, if certain individuals are absent, this is recognized and their deputies are automatically included in the workflow. It is also easily possible to set up checks with regard to payment deadlines, accounting periods, compliance with the four eyes principle or invoice amounts. The employees use a clearly designed web application for checking, approving and assigning the invoices to the correct account. The processed invoices are then transferred to REM, where they are booked, paid and then filed, together with the invoice audit trail and any attachments, ready for audit in the Windream archive system.

Cost and time savings

The new solution enables Bilfinger Real Estate AG to save time and costs in the vendor invoice process. Direct comparison with the master data of the existing REM real estate software and precisely defined workflows enable faster, more efficient and more secure processes. Thanks to electronic archiving, all the invoice documents are quickly available and have no longer to be searched for in folders. Errors in the assignment of costs and in archiving are reliably prevented by the new AIP solution ("Automated Invoice Processing").

Arcplace AG

Swiss company Arcplace AG is a specialized IT service provider in the information management and archiving industry. Arcplace's portfolio includes solutions for the scanning, management and archiving of documents as well as the protection and archiving of data. By combining the latest technologies with innovative service models like Managed Services, Cloud Services or Business Process Outsourcing, Arcplace can provide optimal solutions for companies of any size.

Since its founding in 2006, Arcplace has implemented solutions for more than 800 customers across a wide range of sectors. Arcplace offers its services via datacenters located in Switzerland.

Contact:

Arcplace AG
Irene Feusi
Mühlebachstrasse 54
CH-8008 Zürich
 +41 44 501 22 00
 i.feusi@arcplace.ch