They first began using their DMS for their internal financial accounting, which is handled by a central service provider for all of the group’s companies. Partly because of this centralization, the original need for a DMS grew. The group receives 3,500 invoices every month from its vendors, predominantly in paper form. Previously, this was recorded in Excel and the invoices were routed to the various departments and locations (including Austria) for authorization by internal house mail. Because of the multi-stage approval required by opta data, the processing times before introducing the DMS were very long. Even with smaller sums, invoices are usually split into amounts and assigned to different cost centers. All responsible department heads need to then approve these amounts. Throughout this approval process, 140 employees are involved in various departments and locations. While the invoices previously ran through these stations, there was no overview of their status in the accounting department. Therefore searching for these invoices and corresponding with vendors or specialist departments became incredibly time-consuming. "Our goal was therefore a central document pool that everyone in the company can access, at any time and from anywhere," says Michael Gelhard, Project Manager for accounting at opta data. This not only would significantly reduce processing and search times, but make the entire invoice approval workflow more transparent. The main reasons for choosing DocuWare, according to Gelhard: integration into their Addison accounting program was easy thanks to a standard interface and "DocuWare offers by far the simplest and most modern user interface and operation," explains the Project Manager.