With an increasing number of invoices requiring processing and demands on the Management Accountant’s time, X-Tech Medical decided to search for a solution to reduce the manual workload involved in invoice processing. At the same time, the company also wanted to increase invoice visibility received to Purchasing, Production and Quality Teams and across their invoice approval workflows.
The goal was clear: to free up the management accountant’s time, allowing them to focus on higher-value accounting tasks instead of having to spend hours on manual invoice processing, data input and tracking invoice approvals and more visibility of outstanding approval of invoices, so this workflow was available to all.
After considering several options, X-Tech Medical chose PaperLess for SAP Business One. According to the company’s representatives, the integration between PaperLess and SAP B1 was a key factor since few solutions offered this. The responsive Sales approach and intuitive user interface (when compared to the SAP B1 solution), and strong customer support, as reflected on PaperLess’ Trustpilot reviews, were among some of the main reasons that led to the choice of PaperLess Software.
“PaperLess made it possible for us to have a much better visibility into the invoices and also benefit from automated invoice approval workflows. It is true that we are still fine-tuning the integration with SAP Business One, but the support from PaperLess has been invaluable in this process.”
Liz Semple, X-Tech Medical
The Implementation Process: A Step Towards Full Automation
Due to a combination of holidays and availability of key PaperLess training resource, there were some delays in the implementation process of PaperLess at X-Tech Medical. However, the company’s representatives feel that during that time the ongoing support from the PaperLess team was invaluable. X-Tech however, suggests that an additional follow-up ‘Customer Experience Team’ might help with implementation, particularly as SAP B1 is more complex software than Sage, for example.
During the implementation, both PaperLess and X-Tech quickly realised that the customer would need to have the possibility to process multiple GRPOs (Goods Receipt Purchase Orders) per invoice. A feature available on almost all other integrations offered by PaperLess, and that it was promptly implemented in PaperLess for SAP Business One.
Another important feature of the integration of PaperLess with SAP Business One is the possibility to have easy access to original invoices directly within SAP B1, which made the process of archiving and retrieving invoices much faster than before and this was a feature newly introduced close to X-Tech’s implementation.
The Results: Improved Invoice Visibility and Efficient Workflows
Since adopting PaperLess, X-Tech Medical has experienced several improvements:
- Increased visibility into invoice workflows, providing better tracking and control.
- Improved accessibility to original invoices directly within SAP Business One, saving time and reducing errors.
- Faster approval processes thanks to automated workflows that reduce manual steps.
- Responsive support and frequent software updates to improve system functionality.
While the full benefits are still being realised, the finance team has already noticed significant efficiency gains in invoice processing, with even greater improvements expected as further process optimisations are implemented. However, the customer also stresses that a follow-up ‘Customer Improvement’ phase would help unlock additional value, as there is still room to enhance automation and address the often opaque error messages generated by SAP B1 which is something currently being assessed by PaperLess.
Key Features That Made a Difference
X-Tech Medical highlighted several key features of PaperLess for SAP Business One that have been crucial to their success:
- Automatic Invoice Recognition: Minimizes manual data entry and reduces the risk of errors.
- Automated Invoice Approval Workflows: Ensures invoices are routed through the correct approval channels.
- Seamless Integration with SAP Business One: Allows quick and easy access to original invoices directly from SAP B1.
Looking Ahead: Continued Benefits and Future Growth
X-Tech Medical views PaperLess as a vital part of their finance automation strategy. With continuous support and new feature updates, they expect to unlock even greater efficiencies and cost savings in the near future.
As mentioned above, an important change suggested by X-Tech when looking ahead, is for PaperLess to implement a follow-up ‘Customer Improvement’ step since this would further realise further benefits, as automation could improve further and SAPB1 error message generated by SAP B1 can be opaque.
