Comfort Systems plans to continue the DocuWare expansion to utilize better workflow controls on contracts and construction job files. Priest summed it up saying, “DocuWare has been a key factor in helping us to better meet the accounting needs of our customers the last couple years. Since implementing our Accounts Payable workflow, our accounting team has decreased the average time to process a batch of invoices from a little over a day to less than one hour. This increase in productivity allows us to both pay our vendors and bill our customers more quickly. All of these new efficiencies are helping us to grow in a healthy way.”
“With 150 + employees and some receiving multiple checks, automating the storage of paystubs and their distribution is a huge time saver,” said Julie Priest, Controller for Comfort Systems USA National Accounts, LLC.
The Accounts Receivable department wasn’t far behind in its adoption of DocuWare. Invoices are created in the accounting software and then use DocuWare to automatically index, store and route them for approval using an electronic stamp. With DocuWare, the Operations Manager has all the billing information at his fingertips and approves each invoice releasing it to be sent to the customer. Staff members use DocuWare to easily create an electronic packet of backup information to accompany each invoice and are able to email, print or upload the documents to a web portal directly from DocuWare as specified for each customer.
“We service large corporate accounts that have specific requirements for receiving invoices. DocuWare helps us easily meet each invoice requirement electronically,” said Priest.