Overview:
A market-leading provider of outsourced waste management and recycling solutions were facing significant challenges in processing a large volume of documentation. The company manages critical data to support waste reduction efforts and helping to lower its customers' carbon footprints.
Their IT Platform reports on their customers critical data to implement change management, to not only reduce their waste but help reduce their carbon footprint. Due to the nature of their work, they manage and process high volumes of documentation, which needs to be collated, organised and processed to manage supplier payments.
With rapid growth, the company encountered inefficiencies in their document management processes, which were no longer scalable. Their previous automation tools only handled a small portion of the required tasks, leading to increased manual data entry and validation work. As they continued to expand, the company needed a more sophisticated, scalable solution to meet growing demand and maintain their high level of service.
Challenges:
The company was struggling with limitations in its existing invoice processing automation tool, which was automating only about 30% of the necessary tasks. Given the complexity and diversity of documents processed, this automation rate was insufficient to keep pace with the increasing volume of work due to company expansion. The existing tools were unable to manage the growing documentation load, and manual data entry and validation became a bottleneck.
Solution:
To meet their document processing needs, the company required a sophisticated, intelligent solution capable of recognising various document types and routing them through customised processes.
This is where TotalAgility excels, providing a customisable platform and best-in-class classification, OCR, extraction and machine learning capabilities to understand and manage diverse documentation. TotalAgility also has a robust workflow engine which allows documents to be managed, validated, matched with data and routed through different processes.
Key features included:
Customisable Document Management: TotalAgility could easily identify diverse document types and route them through predefined workflows.
Document Quality: As they receive tickets and documents from multiple sources, including both email and physical copies. The quality of these documents varies greatly, which was a challenge for data extraction. TotalAgility overcame these challenges by using advanced image enhancement techniques making it easier to extract data from poor quality documents.
Advanced Image Enhancement: The solution employed sophisticated image enhancement techniques to ensure data could be extracted from poor-quality documents.
Exception Handling: While automation handled up to 80% of documents, TotalAgility efficiently flagged exceptions, highlighting areas requiring human intervention. This streamlined the process of managing errors or missing information, reducing the time spent on manual intervention.
Results:
As a result of implementing the TotalAgility Intelligent Document Processing (IDP) solution, the company experienced a significant productivity boost, with the time needed to process documents predicted to decrease by up to 80%. This reduction in processing time allowed the organisation to pay suppliers more quickly and reallocate resources to higher-value tasks. The IDP solution also ensured continued scalability, enabling the company to maintain a high level of service while managing an increase of documentation.
Conclusion:
The company successfully transformed its document processing operations by adopting the TotalAgility solution. The flexibility and efficiency offered by the new system allowed them to keep up with their growth, improve workflow productivity and enhance their overall operational efficiency.
The partnership with Virtuoso Partners to implement this solution allowed them to streamline processes and ensured that the business could continue to meet customer demands as it scaled.
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