Around 2012, agricultural cooperative Cooperative Elevator adopted Webdocs from RJS Software to support their journey towards digitizing their documents and going paperless. At the time, the company realized the benefits of extending access to data and documents throughout their organization.
While Webdocs allowed the company to get a handle on its non-transactional documents with relative ease, digitizing and managing high volumes of invoices, packing slips and related documents presented an additional challenge.
Elevator Co-op’s accounts payable team routinely processing over 1,000 invoices and 800 related shipping documents each month. To digitize those documents and automate the AP process, Cooperative Elevator needed a way to automate and streamline the process for filing large volumes of scanned paper and native digital files, matching invoices to packing slips and other related documents and entering related data into the system.
To automate document sorting and filing and data entry, RJS Software recommended the docAlpha digital transformation platform from Artsyl Technologies, along with Artsyl’s InvoiceAction smart process application.
AP Automation in Less Than Three Months
With docAlpha, Cooperative Elevator could rely on a system capable of automatically classifying documents, extracting relevant data and filing those documents into Webdocs along with that data, automatically.
The InvoiceAction application developed by Artsyl ensured that Cooperative Elevator could deploy a solution that made it easy to configure and deploy a fully automated solution with relative ease, leading to a successful implementation in less than three months.
docAlpha matches PO-based invoices and orders automatically and processes them automatically. Exceptions (non-matched invoices) and non-PO invoices are routed for review/coding/approval.
According to Cooperative Elevator Vice President of Information Technology Barry Albrecht, InvoiceAction allows approvers to review documents, code them accurately and approve them anywhere at any time.
“Now, we use the web forms from RJS to route electronic invoice, along with the associated documents that have come through docAlpha for approval,” said Albrecht.
For more details, read the full case study.