Automation has made approving invoices hassle free. Looking up information on past purchases is just as straightforward and fast. Employees are saving time and have gained more control over their daily business processes, improving efficiency and employee moral.
For the accounting department, detailed job code indexing on invoices makes finding data quick and easy, allowing information to get to the right person faster so better decisions can be made. With electronic workflow in place, the accounting staff can now monitor the invoice approval process, following up when an invoice has not been returned for payment. This audit trail improves internal controls by increasing employee accountability and productivity, in turn, resulting in efficient cash management.
The central storage of documents and detailed index system allows Builders Bloc to proactively respond to building material recalls, strengthening the company’s reputation with customers and contributing to higher sales.
“DocuWare helps us access information we’ve never had access to before. If I find out that there has been a problem with XYZ concrete, I can now do a search and come up with a list of all the properties where that concrete was used. McBride can contact these customers and resolve the issue under the recall before actual problems develop. This proactive approach does a lot to further our reputation as a quality contractor,“ said Andrea Templeton, Corporate Controller for McBride and Son Enterprises.
Using DocuWare and their detailed job code index system, filing a lien has never been more efficient. Finding all relevant invoices for a lien has increased the value the company can claim; minimizing losses. Based on index criteria, DocuWare is also serving as a monitoring system to readily determining the last date of work on a property to comply with the six month window for submitting a lien. After surviving two fires and a flood that left nine feet of water in their lobby, McBride truly values DocuWare for its role in the company’s disaster recovery plan. The images and index information stored in DocuWare are backed up nightly to tape which is moved offsite as an additional precaution. Plans for a mirror system at another location, out of the flood zone, are now in place.
“When our corporate office flooded, we lost thousands of documents. We were able to secure our computers on the second floor, but we were unable to access them for almost a month. Once we have DocuWare mirrored to another location, we won’t have any downtime,“ said Jeff Sheldon, Information Systems Manager for Builders Bloc Contracting. Beside the cost of savings from courier and storage space fees, DocuWare has helped McBride become compliant with HIPAA regulations, as well as efficiently manage growth while controlling personnel costs.
“In the last two years McBride and Son Enterprises revenue has grown 15% and we have been able to manage this growth without adding staff, because of our investment in technology and DocuWare. As an employee owned company, many of our employees have been able to personally witness the return on investment of our DocuWare system,“ said Templeton. McBride and Son Enterprises are firmly committed to management techniques that achieve maximum cost effectiveness for its customers and DocuWare helps the company meet this commitment.