Industry: Mechanical Services
Software Integration: PaperLess for Sage 50
Modules Used: Invoice Data Capture, Invoice Approval, PO Matching, PO Requisitions
Website: www.ja-brooks.co.uk
J. A. Brooks Mechanical Services Ltd., a leading mechanical services company in the UK, identified the need to reduce the high levels of paper usage across their finance and purchasing departments. Manual, paper-based processes were slowing down approvals, creating unnecessary administrative work, and making it harder to keep documents organised.
The company’s main objective when implementing PaperLess software for Sage 50 was clear: to streamline purchase order requisitions, improve approval workflows, and significantly reduce the reliance on paper.
“Our goal was to make purchasing easier with a purchase order approval software that would work together with Sage and that would enable us to reduce paper across the business. PaperLess offered us the tools to achieve both.”
J. A. Brooks
While the company had not trialled other competitors, PaperLess was selected as the ideal solution thanks to its seamless integration with Sage 50 and the ability to digitise and streamline key invoice and purchase order processes.
Modules in Use – Driving Efficiency Every Day
J. A. Brooks is currently using several core modules of PaperLess. These modules are fully compatible with Sage 50 and are enabling the company to automate accounts payable processes:
- PO Requisitions – The team can now raise requisitions electronically, which makes this process much faster than before, since there is no longer the need to be manually creating purchase requests on paper. By implementing PaperLess PO Requisition, the company is now able to keep all paperwork together. This helps ensure smoother purchase order approval cycles while, at the same time, streamline and have a complete overview of the entire PO approval process.
- Invoice Approval – Everyone in the company can now approve invoices digitally, reducing bottlenecks, improving control, and speeding up authorisation processes.
- Invoice Data Capture & PO Matching – Automatic data capture combined with PO matching has eliminated manual entry and sped up invoice processing.
When asked which features available in PaperLess were most valuable to them, the company’s representatives consider Purchase Order Requisitions as the key factor for improving efficiency.
“Requisitions are the most important feature for us and also one of the main reasons why we chose PaperLess. The requisition part of the software enables us to keep everything together and simplifies the whole approval process.”
J. A. Brooks
Results Achieved with PaperLess
By implementing PaperLess for Sage 50, J. A. Brooks has improved several areas within the finance and purchasing areas, namely tasks related to approval workflows:
- Paper Reduction: A significant cut in paper usage across the organisation, directly contributing to greener, more sustainable business practices.
- Increased Productivity: The company estimates a 15% productivity increase, freeing up valuable staff time for higher-value tasks.
- Faster Purchase Orders: Replacing handwritten purchase orders with an automated requisition process has saved both time and effort.
“Writing purchase orders by hand used to be time-consuming. With PaperLess, orders are now produced much quicker.”
J. A. Brooks
Competitive Advantages
The automation and digitisation brought by PaperLess has given J. A. Brooks a real competitive edge. Faster purchase order creation, smoother approvals, and reduced reliance on paper have allowed the company to modernise its financial operations while supporting environmental goals.
Conclusion
J. A. Brooks has been able to meet its goal of making purchase order requests easier, cutting down on paper use, and speeding up approval workflows by using PaperLess for Sage 50. PaperLess has been a great tool for the modernisation of the finance team, with 15% more productivity and far faster purchase order creation.
For finance leaders, CFOs, and Accounts Payable teams looking to reduce costs, save time, and eliminate paper, PaperLess offers the right tools to transform invoice processing and purchase order management.
