Mission Mars is an award-winning hospitality group based in the UK. In order to cope with the rapid growth and expansion of the group into new business areas, the group had the urgent need to update its accounts payable function and make its financial procedures more efficient. This was essential for the accounts payable team to effectively manage the rising volume of invoices resulting from the company’s rapid growth
The Challenge: Scaling Accounts Payable with Business Growth
As Mission Mars grew, so did the volume and complexity of its invoice processing. The current manual processes were taking up more and more time, using more and more paper, and being harder to manage.
The finance team came up with three main goals for putting in place a new solution:
- Reduce time spent on manual invoice processing
- Gain control over approval limits and create a robust audit trail
- Support sustainability goals by reducing paper usage
“With our rapid growth, we needed to implement an automated invoice processing and approval system. PaperLess has brought huge efficiency – suppliers can now email invoices directly into PaperLess, where they are automatically captured and processed”
Mission Mars Finance Team
Why PaperLess? A User-Friendly Software that is fully integrated with Sage 200 Professional.
PaperLess was the choice of Mission Mars because of its user-friendly interface and also due to the fact of PaperLess being fully compatible with the group’s Sage 200 Professional accounting software. PaperLess for Sage 200 was also the only software that could offer end-to-end accounts payable automation while, at the same time, providing a single platform for managing the whole invoice lifecycle, from capturing data and approval workflows to storing documents securely and keeping audit trails.
“Highly recommend if you’re looking for software that can integrate seamlessly with your ERP accounting system,” says the team.
Implementation and Key Features
Mission Mars implemented several powerful PaperLess modules to optimise their accounts payable process, including:
AI-Powered OCR – PaperLess Invoice Recognition automatically captures all relevant invoice data significantly reducing manual data entry. With this AI-Powered OCR for Sage 200 Professional, Mission Mars significantly automated invoice processing and increased data accuracy levels.
Automating Invoice Approval—Since the implementation of PaperLess and the built-in invoice approval function, all invoices are sent to the right people for approval based on criteria that have already been set up – removing the need to be manually creating each workflow – with full visibility and control over approval limits.
Multi-Company Access – PaperLess give Mission Mars access to a centralised platform that allows the team at Mission Mars to manage multiple companies without having to log-in into different systems to do that.
Audit Trail and Financial Controls – PaperLess invoice approval ensures that every approval action is logged which creates a transparent audit trail to strengthen financial governance.
Intelligent Document Archive – Invoices and related documents are accessible within seconds directly from the accounting software.
“PaperLess is fast, efficient, transparent and very easy to use”
Mission Mars Finance Team
Results: Quicker invoice processing, more control, and more productivity
The results were quick and transforming. PaperLess helped Mission Mars automate and speed up the processing of invoices, which significantly cut down the time between getting an invoice and paying it.
Key Outcomes Delivered by the Implementation of PaperLess Software:
- Faster invoice processing: PaperLess automated workflows ensures that invoices are processed faster and that no invoices are lost, which ensures that suppliers are paid on time.
- Easy to Access Invoices: PaperLess made it easy for Mission Mars to archive and find invoices. With PaperLess, all invoices are directly linked to the corresponding transactions and can be easily access directly from within Sage 200 Professional accounting lines.
- Improved control and compliance: PaperLess’ built-in approval workflows and detailed audit trails make it simpler to monitor the entire approval audit trail and have a complete overview of the financial operations, which contributes to an improvement in control and compliance.
- Streamlined operations: The automation levels delivered by PaperLess enabled Mission Mars to benefit from a much faster and accurate invoice approval process, significantly reducing the number of days needed to process and pay invoices.
According to Mission Mars, PaperLess has completely transformed the purchase ledger process. With PaperLess what used to be a tedious and time-consuming process is now quick, easy, and clear.
With PaperLess, Mission Mars has been able to make considerable improvements in various aspects of its accounts payable process, including compliance, visibility, and efficiency. The features of the software to automate tasks, its smooth connection with Sage 200 Professional, and its user-friendly interface have made it an invaluable instrument for the finance team.
PaperLess offers a solution that is scalable and future-proof for expanding enterprises such as Mission Mars. This solution allows for the automation of invoice processing, the streamlining of approvals, and the acquisition of complete control over accounts payable.
Ready to transform your invoice processing just like Mission Mars?
Book a free demo of PaperLess and discover how automation can revolutionise your AP department.
