The ultimate document management system, customised specifically for your industry
How much wasted Administration time can we save you when we make your copier a Clever Copier?
The Multi-function Printer or MFD
Never has an office device offered so much and delivered so little!
Every office now has one, but there it sits in the corner capable of so much but asked to do nothing more than the basics, such as copy, print & scan, with some even reaching for the stars with the occasional fax. What it could be doing if asked is some really neat tricks to save you time, here’s a few to give you food for thought:
Document Conversion from hard copy to word, excel, searchable pdf (pdfa) or even PowerPoint – No more retyping, entering into spreadsheets, or searching for misfiled documents.
Naming & Filing at the printer – Are you still scanning to email, opening & then renaming & filing in network folders, google drive, Dropbox, SharePoint, or the like? Why not remove that step and do it once when scanning.
Auto file hands-free scanning – Let the printer do the heavy lifting, so you can get on with something more interesting.
Invoice & Remittance Processing also makes the printer work harder and extract the data you need, verify it, authorise it and then sync it to your accounting system.
If you haven’t asked your MFD to lift its game and shoulder the office workload, then it’s like having a sports car and driving to the shop to buy milk. Call, and allow us to unleash the beast in your office and unlock the productivity gains.
Scan to “searchable” PDFs to save hours of sifting
Scan physical documents and convert digital documents to interactive Word docs and Excel spreadsheets
Intelligent document scan name simplification and automatic filing to any cloud or network
Instant physical and digital invoice amount processing
See these customer case studies in more detail, below:
Industry: Surgical Goods Retail & Bulk Supply
Time Saved: 8 hours per week
Surgical House is a retailer of surgical aids through their Osborne Park premises, they generate many invoices/pick slips daily. Each of these pages needed to be filed in numeric order and a staff member was tasked each day of assembling between 50 and 100 invoices (some multi-page) in numeric order and then hole punching them to be filed in a ring binder.
This took precious time and was filling up their warehouse. Occasionally, someone would need to access the paper document which involved searching for the correct invoice in rows of ring binders, selecting the correct one, and then photocopying it for proof of purchase.
Well Connected created a simple document recognition solution that read each page, identified the invoice number, and named and filed it as a “searchable” PDF(A) under the invoice number so when required a simple search of the invoice number or client name produces the required invoice. This saved massive amounts of staff time every day and makes finding the appropriate document easy and can be done from a pc not by physically going to the warehouse.
The receptionist now saves around seven to eight hours ($210 to $240) per week.
Culshaw’s like most legal firms produce massive amounts of paper documents that need to be named and filed in a Document Management System (DMS) of some sort, in their case a product called Filepro.
The previous process involved scanning back to email, opening the attachment which had an unidentifiable file name, recognising the document, and then naming and refiling it in Filepro.
This was a long and inefficient process and they needed to streamline this. Well Connected created a “connector” which allowed them to name & file at the copier by selecting the document type from a drop-down list, entering a matter number to identify the client file, and then the document was automatically named under their naming convention and stored in Filepro as a “searchable” PDF(A) for later retrieval.
The system saves valuable time and makes the administration staff much more efficient and is now employed in other legal firms as well as their interstate offices.
Industry: Design and Printing
Time Saved: 5 hours per week
Plan B is a signage business that relies on a manual system to create paper quotes for prospective customers. Once a quote was accepted and an order was received various documents were required, a purchase order for the goods required, a work order for the installation, and then once the job was finished it all had to be invoiced via Xero, their accounting system.
It was disjointed and management had no visibility of the progress. Well Connected created a customised “digital workflow” which controls all the above components of their business.
A quote is created electronically from drop-down lists of goods and time required to do the job. This is then sent to the client who accepts the job online. At this point, the quote changes to an order which then generates purchase orders for the goods required from the supplier, work orders for the staff who will assemble and fit the signage. Once completed, the customer signature will trigger the generation of the invoice in Xero their accounting system.
The whole process from quote to invoice is mapped out with each progression triggering the next step and its associated tasks and digital forms. Management now has full visibility of the entire process from start to finish with built-in alerts if jobs do not progress along the expected timeline.
This solution was created within about three to four weeks with input from the customer and is supplied on a monthly subscription basis.
Apart from the benefits of transparency, elimination of errors the business is saving five hours per week with a monetary saving of $500 per week.
Industry: Cleaning Services
Time Saved: 5 hours per week
The Rug Cleaning Co is a Canning Vale-based business that regularly collects rugs from customers for a range of cleaning offers. Their original process was very paper reliant with several forms to complete a job which included.
Debtor set up, calendar event for collection, driver run sheet, rug description forms, rug cleaning forms, and then all that information needed to be entered into their Xero accounting system. Well Connected were engaged to create a digital workflow to eliminate paper forms from the process entirely and digitise the process.
All pickups are created within the system, the customer is informed, the driver gets his run sheet, and all carpet information such as size, treatment, etc are recorded on a tablet with the ability to take a photo to show any pre-existing carpet damage (clients previously blamed the company for pre-existing damages). Once accepted by the client the data is emailed to the client and simultaneously passed to the warehouse where plastic labels are printed for each rug.
Upon completion, all pricing is automatically submitted to their accounting software for invoicing. Within a month, we created an end-to-end solution, in over two years it has never failed or created erroneous invoices.
The benefits are, transparency of the process, no lost documents or erroneous invoices and the business is saving approximately five hours per week.
Industry: Furniture Supplies
Time Saved: 5 hours per week
Complete Office Furniture is an Osbourne Park office furniture manufacturer and sales business.
The problem is a staff member needs to type information from their Quickbooks accounting system which created quotes and sales orders to another manufacturing system that required work orders to be written out long-hand and faxed to the factory.
The opportunity for errors and misinterpretation of information was too great so they needed an integrated digital workflow. Now, once their quote is accepted, a work order is triggered in their workflow and checked before it is sent to the factory for manufacture.
There are no transcription errors, fewer mistakes and Management has full visibility of the process and any bottlenecks. The solution was scoped and developed within budget and in one month.
The proprietors report that the time savings over a six week period were a minimum of 30 hours, again around five hours per week or $500 per week.