Automating processes are on the forefront of many businesses goals in order to increase productivity in the office. Manual processes, especially ones that deal with paper, are are a waste of employee time and a strain on company costs, but how do you approach automation?
A good start is to examine your current processes and start to see where you can increase efficiency with automation. The possibilities are endless; maybe you've seen some of the following processes at your office that are good candidates for automation:
- With Human Resources, hiring and onboarding processes often involve a lot of manual data entry and paper forms, for example, applications, tax forms, personnel files, etc.
- Healthcare professionals often still use paper forms for new patients or for patient visits, requiring time-consuming data entry and the burden of storing and protecting paper patient files.
- Accounts Payable (AP) clerks often receive paper or email invoices that require manual data entry for the invoice fields, and also manual approvals in order to pay the invoice.
Let's continue with the accounts payable example. We have three players:
- The Merchant submitting the invoice
- The AP clerk processing the invoice
- The CFO approving the invoice
Before automation, invoices are received in the mail by the AP clerk who then manually enters the invoice data into the accounting application.
The AP clerk then sends the invoice to the CFO's office for approval and signature.
When the AP clerk receives the invoice back a few days later, the CFO has rejected the invoice because of a typo in the accounting application that doesn't match the invoice.
The AP clerk corrects the typo and sends the invoice again to the CFO's office.
When the invoice finally comes back, the AP clerk marks the invoice as approved and then cuts a check to the merchant.
When the check is mailed to the merchant, the AP clerk marks the invoice as paid and processed in the accounting application.
Can you spot what might be automated in this Accounts Payable workflow? To make it easy, we've created a flowchart example of the automated workflow with Enterprise Content Management software. Click through the steps below to see a detailed explanation of each task.
In the first step, the invoice is scanned into PaperVision® Capture where it can be processed and then stored.
Next, PaperVision® Forms Magic™ extracts invoice details and PaperVision® Automation Manager shares data into the accounting system.
After the invoice is scanned and information is extracted, PaperVision® WorkFlow auto-routes the invoice to the AP clerk for initial review.
The AP clerk checks the invoice for any errors that the application might have identified. If the invoice is correct, the invoice is routed to the next step, otherwise it routes to an error-handling step.
If the application identifies errors, the AP clerk will be notified on review, and then the AP clerk can correct any issues before continuing to the next step in the workflow.
After the AP clerk approves the invoice, then WorkFlow automatically routes the invoice to the CFO for final approval.
If the invoice is approved by the CFO, then the invoice routes to the next step, otherwise it is routed to an error-handling step.
If the invoice is denied, then the invoice routes automatically back to the AP clerk for investigation.
Once the invoice is approved by the CFO, the AP clerk is automatically notified of approval via email.
The final step is issuing the check and marking the invoice as paid, finishing the workflow.
Examine your own processes, and start to audit your workflows. If you're struggling to see how automation can be applied to your business, give us a call and set up a free online demo. Our sales team will work with you directly to relate your unique needs to our applications capabilities. What's there to lose? Contact us today!
- Request a free demo of our software to see how you can apply ECM and automation to your business.
- Learn more about PaperVision Enterprise WorkFlow and see what else it can do to increase efficiency and productivity.
- PaperVision Forms Magic Technology automatically extracts and classifies data from scanned documents. See how you can eliminate manual data entry with Forms Magic.
- See how Real Property Management Vancouver was able to streamline processes and improve customer relationships with the PaperVision® product suite.
- Cooperative Educational Services (CES) was able to save over $111,000 annually by digitizing and automating their procurement processes.