With DocuWare in place, department managers have self-serve digital access to information and the tool they needed to do their jobs well.
“Even our most basic computer users had no problem understanding DocuWare and how it could improve their work life. The software was very easy for them to grasp,” said DeCiutiis.
Additionally, the accounting department no longer receives requests to pull cost information from managers saving them over 44 hours a month.
With the move to digital documents, the accounting department was able to easily access information from large orders with many line items. Today, even when a lump sum payment is made to a vendor, the accounting staff can easily access the invoice details, down to which items were broken, bad or missing and easily verify if the proper credit memo was issued. In fact, interactions with vendors have been significantly streamlined. When a vendor calls asking about a short payment, the information is instantly available while on the phone, all without combing through papers files and waiting to call the vendor back.
“With DocuWare, we were able to customize our workflow. We estimated that with our paper process, an invoice was touched at least 10 times through the workflow, now our average is only 3 times,” said DeCiutiis.
Adams onsite filing room contained over 30 filing cabinets and was only able to store 18 months’ worth of invoices. Today, the filing cabinets have been removed and the space was renovated into more offices.