“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”
Joseph Ryland, UKFast.Net Ltd Finance Director
The seamless integration between PaperLess Document Management and Sage allowed the UK’s largest, privately-owned, hosting provider to reduce their environmental footprint while freeing up time for their finance and purchasing teams. UKFast is now automatically extracting data from invoices and posting them in addition to automatically linking documents to Sage transactions, meaning easy access to all accounting documents directly from within Sage.
UKFast is the UK’s largest privately-owned hosting provider with over 18 years’ experience in cloud and dedicated hosting. Founded in 1999, the company has experienced significant growth throughout the years and the team has grown to over 280-strong.
In order to speed up invoice processing routines, internal approval processes, have easy access to archived invoices and get an overall automation of invoice processing routines, UKFast decided to implement PaperLess Document Management for Sage 200 Business Suite. So far, PaperLess has allowed the company to authorise payments in a more time and paper efficient manner, freeing up more time for finance and purchasing teams and also reduce the company’s environmental impact in terms of the amount of paper used.
“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease” says UKFast Finance Director, Joseph Ryland, when asked about PaperLess software, reflecting the high satisfaction levels with PaperLess across the entire company.
The document management solution created by PaperLess Europe, a Sage Developer, integrates seamlessly with Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online. With PaperLess, UKFast is now able to better manage the challenges posed by the company’s growth, with the automation of the invoice approval process seen as the next step forward.
In order to face these challenges, the company decided to add PaperLess Document Flow to its license so documents can be sent for approval using PaperLess software. This module allows the company to automate document flow based on supplier, project, department or cost unit responsible, meaning that when Automatic Invoice Recognition is run, the system will automatically know where the invoices need to be sent, speeding-up the invoice approval process even further.
Also, by using PaperLess Document Flow for Sage, UKFast now has the entire audit trail of the invoice approval process directly linked to Sage transactions. Ryland sees this as “a great addition to the software when we get it in full swing” with users being able to retrieve documents, accounting information and the entire approval history in a matter of seconds, just by doing a simple look-up from within Sage.
The reduction of paper consumption and easy access to archived invoices as opposed to folders and hard copies were among some of the main goals that led to the implementation of PaperLess software by UKFast. As well as many other benefits, the company considers these goals to have been fully achieved and believes the gains will go even further with the implementation of the document flow module.
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