With the business growing, T & M Plant Hire was struggling to manage the volumes and to input them manually onto their accounting software, Sage 50. The company knew something had to change and that they could no longer work as they were, which led to the decision to have a digital solution that was paper free and that could enable the Finance Team to cope with the ever-increasing volumes.
Furthermore, there was also the need to enable users to access documents and information, without the need to go to the Finance Team for historic information or copy of invoices.
A complex scenario that led the company to implement PaperLess for Sage 50 to automate invoice processing and invoice approval routines, whilst ensuring all users could easily access invoices.
We could not go back to how we were working.
Karen Lane, Finance Director at T & M Plant Hire Ltd
Why PaperLess?
PaperLess was recommended to us by a trusted IT specialist and the seamless integration with Sage meant that we got up and running very quickly. As well as the support team, our trainer has always been responsive and helpful if we have issues or questions.
For T & M Plant Hire it was important that the system could be easily implemented and that meant that synching with Sage to read the data already set up there was very important. The way PaperLess integrates with Sage, meant that we did not have to be setting up nominal codes, tax codes or supplier payment terms again, all that information was automatically synchronised.
What are the results achieved so far?
Before PaperLess we were struggling to deal with the ever-increasing volume of invoices. Now we can cope with the volumes of documents we have to process and it has made the approval process much smoother.
Undoubtedly PaperLess has been a time-saver and efficient use of resources, with the accounts team saving many hours on invoice processing and on keeping track of the invoice approval process.
PaperLess enables us to make a move to working digitally to aid efficiency and accommodate ongoing growth.
Karen Lane, Finance Director at T & M Plant Hire Ltd
With PaperLess we can easily send messages to users if actions are required from them e.g. payments or other queries. PaperLess also enables us to easily keep control over invoice authorisation processes, with the huge benefit of having easy access to the audit trail of the approval process both from within Sage and from PaperLess itself.
For us it is very important that users without access to Sage are also able to search and retrieve invoices and view the approval history. PaperLess gives us exactly that, we have the documents accessible from within Sage and from PaperLess Accounting Archive, where non-Sage users can easily find the invoices they require.
Overall, PaperLess has enabled us to work more transparently and fluidly. We are also able to process an ever-growing number of purchase invoices which without PaperLess would be something unthinkable without increasing the headcount.
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