CUSTOMER STORY
Accounts payable digitisation improves accuracy and control for Integral
Company:
Integral, a JLL company provides a range of mechanical, electrical and fabric property maintenance services to some of the UK’s leading business and public sector organisations including Harrods, the RAF, NHS, London Stock Exchange, Rolls Royce and The Royal Opera House. Sustainability is a key value, not just for the built infrastructure Integral supports, but also for its internal processes and operations.
Challenge:
Imagine a single accounts department getting 20,000 invoice emails a month and having to process them manually. That was the challenge facing facilities management business Integral. Part of Integral’s sustainability initiative is using digital transformation to improve efficiency, reduce waste and streamline processes. But Integral’s account payable operation lacked effective document handling technology causing inefficient processes.
To support its business operations, Integral has 3,000 suppliers and subcontractors that invoice the business for the products and services they provide. Invoice processing was increasingly complex and labour intensive.
Solution and benefits:
Integral needed a solution that could identify different invoice outcomes and create a single document repository for validation and control. Integral deployed Ricoh’s Accounts Payable solution based on DocuWare software. It acts as a single, central repository for all of Integral’s supplier invoices and statements
Having established document control, Integral is starting to use Optical Character Recognition (OCR) capabilities in DocuWare to read data automatically from invoices for input into accounting and Enterprise Resource Planning (ERP) systems.
“Ricoh’s Accounts Payable solution enables us to take all the information about invoices and create a single source of truth. We can manage what is happening with those documents far more accurately and effectively. Now we have insight where previously there was confusion.”
Sarah Pearson
Head of Finance Transactions and Controls, Integral
