Traditionally, processing paper-based invoices and forms requires a large amount of manual employee input. Not only does this take a lot of time, but it can also lead to errors and customer service delays.
Workflow automation involves scanning documents or capturing digital files from email attachments, extracting information and automatically implementing a workflow. Ideally it takes something that is repetitive and streamlines the process so that very little manual effort is required.
As well as documents that are mailed into the office, it also can help digitise stored paper documents by scanning them and integrating into current digital systems for easy accessibility.
The benefits of implementing this type of software are great, and include cost saving, reduced errors, clearer process visibility and generally increase efficiency.
But how do you know whether it’s time to implement a workflow automation system?
We’ve looked at 3 situations which can most benefit from the implementation of workflow automation:
A remote workforce
Many businesses have found themselves decentralised due to the recent pandemic. This new normal has exposed some organisations that have previously had a high reliance on hard-copy paper filing in their offices. By digitising existing files, your teams should be able to work and collaborate from anywhere.
This ‘forced’ remote workforce is an excellent opportunity to remove manual processes and shift paper documents to the cloud. If it’s something you have considered, now is the time. This will result in a more agile system with less errors and greater visibility for all team members, wherever they are located.
Processing over 500 invoices a month
For a business with a large number of monthly payable invoices, automation has huge benefits. Supplier invoices can be matched to purchase orders and supplier codes, and then automation software can intelligently determine how to best process the information and automatically implement a workflow. No longer will your Accounts Payable team need to manually find and match purchase order numbers to incoming documents. They will be collated and matched, ready for payment.
Looking to scale-up
If your business has serious plans for growth, implementing workflow automation will help you both reach that growth and manage it. Instead of physically adding more people to your team (and your payroll) to manage more job orders, invoices and general administration paperwork, workflow automation will help you to do more, with less.
Workflow automation eliminates the need for tedious manual entering and means that your staff can focus more on the things they’re skilled in. Ultimately it helps to give all teams members more of their time back.
While it’s not for everyone, workflow automation can make a big difference to the efficiency of many different departments across different organisations. HR might use it to process and onboard new employees, Finance may use it to streamline accounts payable and Legal may use it for contracts to ensure a secure audit trail. Ultimately, it removes the manual day-to-day and lets your employees focus on the more complex tasks they were hired to do.
To find out if efexAutomate is right for you, contact us.