At JABLOTRON ALARMS, they process a thousand invoices per month
Automation of up to 4-step approval process
They approve 100% of received invoices digitally
Original state and problem
Digitization is in their blood in the JABLOTRON divisions. Therefore, in 2018, they were looking for a solution to digitally solve the thousand received invoices that they receive from suppliers every month. Due to manual transmission, invoices were getting stuck, lost, and their approval was handled by up to 7 people for 7 working days.
How it all went
They approached several suppliers, but they were most interested in our iNVOiCE FLOW solution, which was elegant, intuitive, but mainly in the cloud and available from anywhere. They also liked that employees will be able to approve invoices from a mobile phone and the process will not be delayed due to trips, home office or holidays.
At first, they set up their own inbox in iNVOiCE FLOW for each company, but that did not turn out to be practical because they had to log in to each one separately. We therefore offered them a solution, thanks to which each of their newly added sister companies will be created as a subfolder of JABLOTRON ALARMS. Their accountants do not have to save multiple logins, and they can find documents for multiple companies in one place.
Up to 4 people can approve one document in JABLOTRON. The number of approvers is related, for example, to the type of document or the total amount. When an invoice exceeds an amount, multiple people have to approve it, sometimes including the director. Based on these processes, iNVOiCE FLOW has multi-stage approval set up according to pre-defined rules. They also use the Invoicing module, which prepares the data extracted from the invoice for posting to the ERP system, as well as the order module, in which orders are created, approved and subsequently sent to suppliers.
Several changes have been made
Significant reduction of the average approval time of one invoice from several days to a few hours.
Minimization of errors in the approval process.
Invoice settlement between different approvers and creating and approving orders in one place.
download full case studyAt GRiT, they are responsive to our requests and process them very quickly. We also often come up with an idea for a feature that would be useful for us, and a consultant tells us that it will be released in a new version in a few weeks. We appreciate that GRiT is still actively looking for ways to improve iNVOiCE FLOW.
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