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docAlpha Customer Success Story: Government Scientific Source

May 16, 2019

Lab products distributor digitizes and automates AP processes with docAlpha & KwikTag

Read our latest case study to discover how Government Scientific Source (GSS), the leading U.S. distributor of laboratory products and equipment to federal, state, and local governments was able to gain control of its AP vendor invoice process to support continued business growth and process scalability by implementing the docAlpha Transformation Platform, integrated with the KwikTag document management system.

GSS chose KwikTag from ImageTag to help organize and manage digital content like invoices, orders, quotes, etc., but wanted to make sure that the solution would help to address the biggest pain points in their document-driven processes: data entry and document handling.

For GSS, the biggest driver to going digital and embracing process automation was the company’s continued growth. With sales accelerating rapidly from $15M in 2013 to $215M in 2018, the company also witnesses tremendous growth in the volume and velocity of vendor invoices its AP team needed to process.

In terms of purchasing transactions, the companies growth meant an increase from 50 daily vendor transactions to 6-700/day, across a catalog of 5 million items.

Automation Opportunities

According to Government Scientific Source COO Scott Stackhouse, one key to choosing the right AP automation solution was integration with the company’s Microsoft Dynamics NAV ERP system.

“Prior to digitizing and automating our accounts payable process, our AP team literally printed out digital invoices and entered information manual in our NAV ERP system,” Stackhouse said. “We asked ourselves ‘how can we do this better, more cost-effectively without continually adding data entry staff to keep up with volume.”

GSS chose the KwikTag document management system, integrated with the docAlpha Transformation Platform from Artsyl Technologies, to create a fully digital, end-to-end solution that would eliminate manual data entry and scale to meet continued business growth. As a result, AP team members no longer has to worry about keying in information or even filing/inputting inbound invoices.

The system automatically identifies an inbound invoice, extracts the required data, validates it against KwikTag and NAV, then automatically files it in KwikTag with the correct profile information. Then, KwikTag takes over, routing invoices to the appropriate approvers and ultimately creating the appropriate transaction entry in NAV.

“Our AP team loves it,” Stackhouse said, “It takes the tedium out of their jobs and gives them greater control over the process even as business grows.”

To learn more about how docAlpha delivered a complete solution for digitizing critical documents and streamlined inventory processes for Government Scientific Source, read the full case study.

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