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Document Management Software Powered by V1

Overview

v1 logo white smallInformation overload is the blight of 21st century business. Despite the huge progress in electronic technologies, paper production continues to grow. These documents are an essential corporate resource, underpinning all core operational processes and decision making.

There are many uses for document management and imaging systems across an organisation, however Eclipse have partnered with V1 specifically to help organisations drive efficiencies and reduce costs within the finance function.

Our Approach

  • Eliminate manual invoice processing

    • One of the most protracted and costly processes within any organisation, is the manual processing of purchase invoices.
  • Automated workflow and approval process

    • The activities associated with the approval of purchase invoices can also be extremely time-consuming and inconvenient for both the finance department and the cost centre managers.
  • Document archiving and retrieval

    • The filing, storage and retrieval of original paper-based invoices is inefficient both in terms of man power and costly office space.

Tight integration with existing financial software provides automatic generation and posting of accounting entries directly from scanned purchase invoices, which helps to streamline processes, improve control and drive down costs. In most cases, organisations can achieve a return on investment within six months.

Benefits

  • Using Optical Character Recognition (OCR) software, invoices are scanned and accounting entries created and posted automatically to the finance system
  • Documents are automatically created, delivered, archived and retrieved
  • All documents, from email to Word documents and faxes, can be automatically saved and indexed in a central document archive, including automatic links between documents and document types
  • Authorised users can file, index, track, retrieve and distribute documents instantly from their desktop
  • Risk of document loss from mislaid or misfiled papers is eliminated
  • Copies of documents can be retained at different locations for ultimate security
  • Meet environmental goals by reducing paper usage

See It In Action

Purchase Invoice Automation with V1 Document Management

Title: Purchase Invoice Automation with V1 Document Management
Presenters: Richard Hughes
Organiser: Emma Mitchell

 
v1-document-management-roi-calculator

Click the image to see you how much money you can save with an effective document management solution by overcoming inefficiencies and maximising value and cost savings.

Related Document Management Products

  • Inbound Document Management
  • Outbound Document Management
  • Core Purchase Invoice Automation Solution

With V1, inbound documents are scanned with V1Scan and stored in the V1Archive, which is accessible by drilling down through the finance system and via V1’s web browser. The Optical Character Recognition (OCR) technology in V1Capture intelligently captures key data from purchase invoices and validates this data before it is uploaded to the finance system, removing manual data entry. Once imaged, documents requiring authorisation, such as purchase invoices, are automatically emailed via V1Authorise, around the organisation for approval by the relevant managers before being paid using BACS-iP.

With V1 accounts payable solutions you can:

  • Reduce the time taken to key invoice data by up to 80%
  • Reduce filing and retrieval time by up to 95%
  • Remove the need to send physical documents allowing a saving of approximately 60% per invoice

eclipse-casestudy-iconCase Studies

 Amethyst Group

eclipse-testimonials-iconCustomer Testimonial

Amethyst Group
David Nolan, Finance Director

"As well as eliminating lost invoices, V1's technology has streamlined our purchase-to-pay cycle, speeding-up the processing of 15,000 invoices each year whilst helping to avoid late payment penalties".

Outbound documents such as sales invoices, remittance advices and statements are produced electronically with V1form software and are then automatically delivered via V1Mail (electronic mail) or V1Fax (automated fax), cutting stationery, printing and postage costs.

With V1 accounts receivable solutions you can:

  • Automatically brand your documents to create a professional look and feel.
  • Ensure swift delivery of scanned sales invoices via email to ensure prompt payment.
  • Create electronic statements for issue to customers.
  • Scan proofs of delivery, contracts and timesheets to avoid disputes.
  • Enhance overall cash flow by improving access to information in credit control.

eclipse-casestudy-iconCase Studies

 Amethyst Group

eclipse-testimonials-iconCustomer Testimonial

Amethyst Group
David Nolan, Finance Director

"As well as eliminating lost invoices, V1's technology has streamlined our purchase-to-pay cycle, speeding-up the processing of 15,000 invoices each year whilst helping to avoid late payment penalties".

The Eclipse Purchase Invoice Automation solution, powered by V1, leverages 25 years of business system implementation experience and combines it into a best practice fully functioning document scanning and workflow management solution, which can be ready for live operation in the finance department within 2-3 weeks of commencing the project.

There are no short-cuts, gimmicks or hidden costs using this approach. Adoption of the Eclipse Purchase Invoice Automation solution guarantees to minimise overall project costs and elapsed time to go-live by up to 50% when compared to a traditional document management system deployment approach.

eclipse-casestudy-iconCase Studies

 Amethyst Group

eclipse-testimonials-iconCustomer Testimonial

Amethyst Group
David Nolan, Finance Director

"As well as eliminating lost invoices, V1's technology has streamlined our purchase-to-pay cycle, speeding-up the processing of 15,000 invoices each year whilst helping to avoid late payment penalties".

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