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Reservix
The ticketing company is automating its accounting with the enaio® DMS solution.
"It was mainly the growing volume of incoming invoices that made us realize our processes were outdated. Until then, we were posting every single invoice manually and adding new suppliers to the system by hand. The workload was enormous and simply wasn't sustainable anymore," says Marcel Imschweiler, Team Lead for Finance and Accounting Operations at Reservix.
"On top of that, incoming invoices were arriving through more and more different channels. Invoices were regularly sent to the wrong branch, for example, and had to be sorted and forwarded to the right location, which created a lot of extra work. In the end, we were processing these invoices twice."
Year-end closing was also becoming increasingly time-consuming: Because invoices and other documents were stored on paper and in different places, staff first had to track down all the relevant paperwork before they could start on the actual task: preparing the annual financial statements. The COVID-19 pandemic brought another challenge to light: The accounting team could not work from home, because incoming invoices were not available digitally.
450+
employees
7,000+
event organizers served
20+
years of company tradition
"Based on these experiences, we decided to digitize and automate our incoming invoice process. We sat down together to define our quality requirements and started looking for the right document management system," says Marcel Imschweiler.
"There are some good solutions on the market. But the product itself wasn't the only thing that mattered to us. We also wanted to work with a mid-sized provider that would take our specific requirements into account and could help us quickly whenever questions or problems came up. We wanted the project to be a genuine collaboration between us and the DMS provider."
Project implementation
Reservix found the right solution with enaio® from OPTIMAL SYSTEMS. Incoming invoice processing was fully digitized. "enaio® reads incoming invoices electronically and triggers a workflow that handles the next processing steps. Any data the system can't clearly recognize or assign is flagged by a verifier and can be easily corrected," says project manager Melanie Konietzka, Senior Consultant at OPTIMAL SYSTEMS Berlin. "Adding new suppliers is now fully automated as well. Reservix wanted a custom solution for this, tailored to the company's specific processes. Together, we drew up a list of requirements, then developed this feature specifically for Reservix and integrated it into enaio®. We also built a new interface that transfers master data from enaio® to DATEV."
The entire project took around six months, and the custom software solution successfully went live in early October 2022.
Automatically read, index, forward and check data: The invoice receipt workflow ensures transparency, flexibility and shorter processes.
Thanks to our interfaces with numerous financial accounting solutions, such as DATEV, users benefit from the automated extraction and entry of invoice-related data directly from their ECM system.
Project result
"We're very happy, not just with the DMS solution itself, but with the entire project. With automated invoice receipt, we're now much more flexible in terms of when and by whom incoming invoices are processed, and it can be done from any location. Accessing archived documents is also much easier now," concludes Marcel Imschweiler.
"The integration between enaio® and the Verifier also works very well. About 80 percent of the data entered is recognized automatically, which is a very good result. This saves our employees a lot of time and allows them to focus more on other tasks in invoice management, such as accounts payable. We've taken a major step forward in the digitization and automation of our processes."
So, the investment in modern DMS software has already paid off for Reservix. "We expect the system to pay for itself within two to three years at most. We can already see that the benefits far outweigh the costs,” says Marcel Imschweiler. So, mission accomplished? "Not quite yet," Imschweiler replies with a smile. "We've successfully taken the first steps toward becoming a digital company, and we're currently working with OPTIMAL SYSTEMS to explore how we can automate our processes even further using artificial intelligence. enaio® still has plenty more to offer here. We're excited to see what the future holds."
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