QSAC met with an Authorized DocuWare Partner to learn more about DocuWare. After evaluating several systems, QSAC choose to implement DocuWare because of the way it could be tightly integrated with their accounting and HR software and they haven’t looked back.
QSAC receives most of their invoices electronically. DocuWare works in the background to monitor the accounts payable email, extract the invoice and bring it into DocuWare. The documents are indexed using DocuWare’s Intelligent Indexing Service which automatically searches each document for relevant index terms, such as vendor name, date, amount and etc. The accounting staff confirms the suggested information or improves it by clicking on the information to be indexed. The service uses crowd sourcing so once an invoice from a certain vendor is mapped with index terms, the template is automatically available behind the scenes to help index other documents with a similar layout. The service “learns” how to index documents thereby streamlining the indexing process.
Once indexed, invoices are automatically routed through a multi-level approval and allocation process. Upper level management has the power to veto lower level approvals and any staff member with access rights can electronically staple additional information to an invoice. Once an invoice is approved, the check is created and physically and digitally printed in order to automatically store the electronic version of the check in DocuWare.