How CPL Learning reduced time spent on purchase ledger activities by a third with PaperLess for Sage?

CPL Learning is a Digital Compliance & Engagement provider that required a software at the heart of the accounts department which would share these values. At the same time, the solution to be implemented should allow the institution to reduce overall time in processing invoices and also reduce invoice storage costs.

As a Sage Developer Partner providing a Sage approved document management solution, PaperLess Software was CPL’s obvious choice. A decision that has proven to be right with the Digital Compliance provider experiencing £4,000 savings a year on storage costs while reducing time spent on processing and approving invoices by one third.

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts

CPL Learning Director of Commercial Operations & Head of Finance

The seamless integrations between PaperLess and Sage also made it possible for CPL to have the software installed in the space of just a few hours, without any downtime, in what this customer considers to be a really simple and straightforward process.

It is time to have a quick talk with Kurt Roberts, CPL Leaning’s Director of Commercial Operations & Head of Finance, to learn more about some of the results achieved with the implementation of PaperLess Document Management for Sage.

What do you consider to be the main benefits brought by PaperLess Software?

Well, we would have to say that the time spent looking for invoices and seeking approval for invoices has reduced massively. In the past we had to spend time trudging through files to find an invoice, now with PaperLess we can quickly and easily look up this invoice directly from within Sage.

This has especially helped us with our annual audits, we simply create temporary logins for our auditors to access PaperLess and look for all documents they need. We no longer have to lookup sample documents for them which was quite time consuming.

Can you quantify the savings PaperLess represented to your company?

We estimate just on storage costs we are saving around £4,000 per year.  We used to use an external secure location to store our files but this is now done securely and in a more environmentally friendly way through paperless.

More difficult to quantify are the savings when it comes to time spent on processing, approving, archiving and retrieving invoices. However, we estimate that the time spent on purchase ledger processing has been reduced by 1/3. Among other things, these time savings allow us to submit our monthly management accounts quicker.

How has PaperLess changed the way documents are processed by your accounts team?

Prior to installing PaperLess, processing invoices was a lengthy process with manually inputting the supplier, description, nominal code and values for each invoice. PaperLess Automatic Invoice recognition now does all this for us at a click of a button.

Invoice processing automation and automatic invoice recognition are now part of our daily routines and are key elements on the productivity levels of our accounts team.

Another important change is related to the way invoices are approved across the company. Even though we had not originally thought was possible, the fact is that Paperless invoice approval module was very easily to implement and adopt across the company.

PaperLess Invoice Approval gives us a complete overview of the invoice approval process. With the digital log of the invoice it became virtually impossible for managers to lose any invoices pending approval, with the added advantaged that we have a complete audit log of the approval process accessible directly from within Sage.

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Ask now for your free online demo and in 20 minutes you will find out how PaperLess software allows companies to effectively archive and link all documentation directly to their accounting transactions. See also how Automatic Invoice Recognition associated with powerful workflow features automates the entire process from the moment documents are receive until they are posted into your accounting package.

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