Measured Outcome

0 %

touch-free invoice processing

0 %

time reduction per invoice processed

The Numbers

40,000 spare parts stock


300-500 invoices per month


Sage ERP System


AP Automation - Heriage Part Centre

Testimonials

Challenge

The Heritage Parts Centre’s finance team had to keep track of the paper copies of invoices and manually enter them into the accounting system.  This took significant time and we had problems with invoices going missing.

Furthermore, the authorisation process of invoices was difficult. With the team receiving invoices through a number of channels, including by email or in the post, it was difficult to track everything. As a result, the finance team wouldn’t necessarily see a particular invoice and then they would be chased for it.

This process would not be sustainable in the long run and Heritage realised they needed a fundamental change in how they operated their AP process.

AP Automation - Heriage Part Centre 2

Solution

Through Kefron AP, all documentation is sent to the same portal, no matter what channel it originates from.

Kefron AP then picks up available invoices and begins processing automatically. The software reads and extracts the required invoice fields specified by the Heritage team.

As Kefron AP has the ability to sync with any accounting software, the exchange of captured information from the PL invoices to Heritage’s Sage 200 system was seamless, eliminating the need to rekey information. All invoice images are stored in the system for future reference and can be accessed at any time by the Heritage staff.

AP Automation - Sage

Outcome

Since enabling the Kefron AP solution, up to 90% of invoices processed by the Heritage Finance team are now completely touch-free. Copies of invoices are now
readily available to the team at the simple touch of a button. This fred up the finance team’s time significantly and eliminated errors related to human touch points.

Furthermore, by automating their invoice process Heritage Parts Centre was able to remove any duplicate invoices from their process and increased visibility gave greater control over the complete invoicing process.

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Mill Hill School - AP Automation 5