Headquartered in Sydney and listed on the Australian stock exchange, InvoCare (ASX: IVC) is a leading funeral services provider in Australia, New Zealand, and Singapore. InvoCare also operates private memorial parks and crematoria in Australia and New Zealand and is a leading provider of pet cremation services in Australia.

Docuworx recently spoke with InvoCare’s Accounts Payable Manager, Laura Moscoso, to learn more about how the company’s accounts payable department has benefited from the implementation of DocuWare by Docuworx.

Why did you initially seek out a document management solution?

We were looking for a solution with optical character recognition (OCR) and intelligent indexation to help us automatically recognise invoices to manage the data more effectively in our system.

We also required the solution we chose to integrate with Oracle, our ERP system.

How did you find Docuworx?

Our procurement team ran a tender process and identified four different solutions. After Docuworx gave us a demo of DocuWare, we found that it had most of the functionality that we required in the solution.

How many daily DocuWare users do you have now?

We have between 10 and 12 users in our accounts payable department entering data and managing it in DocuWare.

We’re currently expanding our use of DocuWare to include web forms which, in the future, we are looking to add another 65 users.

What benefits has the business gained with DocuWare?

The accuracy of the invoice data captured by DocuWare has been the main benefit, in my view. The change to our business has been impressive. With DocuWare, we have managed to increase our data capturing efficiency by around 80% already.

The ability of DocuWare to recognise invoices that our previous system was incapable of has been a huge plus.

The use of DocuWare has shortened the process of matching invoices, finding information and ensuring that it is in the system before the invoices get imported into Oracle.

The workflow process is also an improvement, helping us to narrow down the more complicated suppliers that might require an exception or manual handling.

The quality of the service that we provide has also increased significantly. In addition, the increase on data quality that is flowing through has also had a positive effect on reporting.

How easy was it for the current users to learn how to use?

DocuWare has a very user-friendly interface, is very intuitive with prompts that are simple to follow. It was easy to learn with no issues integrating with Oracle.

We saw improvements within the first couple of weeks of using DocuWare. The amount of physical work required has reduced significantly. As I previously stated, the most important part has been the quality of the data captured. If the quality of the data is done right at the beginning, that means a lot of time saved correcting errors.

How likely would you be to recommend DocuWare to other businesses?

To any organisation facing similar hurdles to what we have in the past, I would recommend DocuWare.

Although there have been challenges, the result has been fantastic. We still have a little bit of work to do. There are areas we could improve on, but I see a lot of potential in DocuWare to develop tools that can make our team more efficient and provide a better outcome for our operational teams and the client families that they serve.

And how about Docuworx? How has their support been?

I am very grateful to Docuworx and in particular, Dimitri. He has been our main point of contact, helping us to develop the ideas we already had and suggesting very creative ways to make the processes more efficient by using DocuWare tools.

He highlighted areas where we could involve different users or create different workflows to manage issues that we initially thought were too complicated and would have to be handled as manual exceptions.

In my view, this was fantastic because I was expecting a service in which you tell the supplier what you want and they do just that. However, Dimitri had the vision to show us new features and ways to use DocuWare to make our lives easier and our work more efficient.

Laura Moscoso

Accounts Payable Manager