Markets

ACCOUNTS PAYABLE

Faster than ever before, finance departments are expected to have access to critical numbers to demonstrate profitability. The problem is that accounts payable (AP) may still rely on paper copies for some documentation. This results in slower operations, wasted time and money, delayed approvals, and disparate sources.

Add to these frustrations the following stressors, and automating your finances through a document management solution has never been more appealing.

  • GAAP – Generally Accepted Accounting Principles
  • Retention Schedules
  • Sarbanes-Oxley
  • Complex Internal Processes

By going paperless and centralizing your most critical financial information, you’re agreeing to rid your company of the traditional, paper-based daily tasks your staff has always depended on. Though there may be some resistance to change, you can promise them a safer, faster, and smoother approach to running AP.

To have the most automated, holistic process, you will have to integrate your new DMS with your existing accounting software or ERP. Integration with your existing accounting package is as simple as the touch of a button, allowing for quick entry. From there, information from selected documents is extracted and imported in to your DMS where it’s leveraged to automate your AP, approval process, invoice creation, reporting, and more.

Keep your company moving forward when you make the digital transition in AP. We’ll help you implement software that reads your paper and digital invoices and seamlessly matches them to the correlating purchase order.  This automatically improves the approval workflow and eliminates paper, clerical errors, and invoice handling.

  • Speed Up Accounts Payable Invoices
  • Improve Prep And Accuracy For Audits
  • Make Approvals In Real Time

 

 

HUMAN RESOURCES

The sensitive content of documents and the requirements of privacy laws mean that paper documents, computer files, and e-mail must be handled with great care. The growing number of electronic documents and the variety of available media make it even more challenging to keep up with today’s requirements. Being able to securely set up access rights, tamper free electronic filing, and integration within HR’s existing IT system, all make a Document Management Solution (DMS) system virtually irreplaceable. Properly configured, even the system administrator can’t access sensitive HR documents.

Legal Requirements

A growing number of laws require long-term, secure storage of personnel files and documents. Administering paper documents in file cabinets is both costly and unsecure. Confidential employee health and disciplinary information must be maintained in a secure environment. A DMS can control who has access to what information, allowing users to access only the documents they need in order to do their specific job.

Key DMS Benefits:

  • Legal requirements are more easily met when using a DMS: All personnel documents can be electronically filed as long and securely as required. Authorized staff may retrieve any information at any time.
  • Office and warehouse space is saved, not to mention saving on the high cost of offsite storage and retrieval.
  • E-mail is filed automatically, without printing, hole-punching and storing them in a binder. Complying with locking and notification schedules and deletion of data beyond retention schedules is guaranteed.

 

911 CALL CENTERS

Bits and Bytes Document Solutions, LLC is one of the first Document Imaging companies to introduce a turn-key Laserfiche® Document Management Solution to 911 Call Centers, incorporating eForms Express and Kodak Scan Stations to automate the process of "addressing".

Address requests come in and are instantly generated via eForms Express and tracked via a unique barcode.  Once they are scanned in to Laserfiche, they automatically move within the EDMS to be addressed by a field technician and are then stored in the system.

Human resources can also benefit from eForms Express by implementing an employee paperwork kiosk, allowing staff to fill out leave requests, timesheets, and other paperwork at a PC workstation to be scanned, routed for approval, and archived within the EDMS.

Documents and records are easy to access and are protected from unauthorized access.  Documents are tracked with unique barcodes and an audit trail.  The use of paper is minimized and the need for long-term storage of paper is gone.

BBDS also provides scanning services allowing your organization to scan going forward without the worry and time associated with storing a large volume of documents.

How can we help?

  • Real time search and retrieval
  • Integration with GIS - click on the map layer and access all related documents
  • Integration with CAD system
  • Compliance with 911 RDA

 

ASA AUTOMOTIVE SYSTEMS

Whether your operation is retail, commercial, or wholesale, it’s likely that you’re looking for ways to cut costs any way you can. One of the easiest ways to do this is by controlling printing, eliminating the cost of pre-printed forms, and minimizing paper and toner costs.

With the software from ASA Automotive Systems and the support of your BBDS Consulting team, you can better manage your team, inventory, and bottom line. Your staff can print reports to PDF in minutes, saving time and money. Plus, with real-time search capabilities, they’ll find a document in seconds rather than searching through a file cabinet.

Above all, your business can save on the costs of daily processing of workflows and reports, printing, postage, and more.

Challenges In Traditional Workflows

  • Manual And Delayed Processes
    • The time between invoices arriving and finally being paid often takes longer than a supplier allows for, meaning your company won’t benefit from early payment discounts.
    • Invoice copies go through many hands before finally being approved for payment.
    • Verification can be slowed down due to missing information from a purchase order or packing slip. Long processing times are the norm if the current approval status is unknown.
    • Questions from suppliers lead to long searches and copying. When originals and copies are both available, they complicate the situation further.
  • AP & AR Times Are Too Slow
    • The time from invoice to collection is slow due to the manual delivery of paperwork, as opposed to digital files, slowing down the AP process.
    • The slow procedure makes it difficult to get early-pay discounts, forcing you to lose anywhere from 2-4% each month before late fees.
    • Pre-printed invoices, statements, mailing labels, envelopes, and postage wastes money.
  • Poor Customer Service
    • Customers get frustrated when it takes staff minutes to find invoices and supporting documents.
    • Putting customers on hold while staff searches for documents can lead to lost revenue to your competitors.

Solution Benefits For  Asa Automotive Systems

  • Automation
    • Automate dynamic updating of price sheets.
    • Eliminate slide machines and copper telephone lines with credit card processing.
    • Speed up the POS step with electronic invoicing and signature capture.
    • Quickly print reports to PDF image to eliminate an extra step.
    • Free up staff time by reducing search time for documents.
  • Save Money
    • Replace outdated impact printers to eliminate the cost of pre-printed forms and paper costs.
    • Save thousands of dollars a year by converting to laser printing.
    • Drastically lower pre-printed forms costs.
    • Reduce overall costs generated from the invoice verification process.
    • Eliminate late fees and duplicate payments.
    • Improve payment terms from a supplier and leverage contract details.

 

EDUCATION SERVICES

Allow Principals and Admins to view "ON DEMAND"

Implementing a DMS solution can allow the Student Records Department the ability to preserve transcripts in a media that is both secure and easy to access. Authorized users are able to access transcripts, test results, and student information from their desktops in minutes.

Maintain Legal Requirements

Long term archiving of student records is a legal requirement that educational institutions must meet. A DMS is a great way to replace outdated legacy systems and preserve the institution’s records for the future.

Expedite Search and Retrieval

Administration can access records requests in real time, instead of searching through boxes of stored records. Records can be printed, faxed, or emailed instantly from the DMS. Information can be shared between the administrative offices and schools without the cost and delay of inter-office mail. Access can be protected with airtight security features within the DMS.

Access for Parents

Educational institutions can also use the DMS to run the entire organization from human resources, to accounting. Another benefit is the ability to set up web access for parents and students to log in and access needed information. Many schools have already put a “parent portal” solution in place.

 

TRANSPORTATION AND LOGISTICS

Billing At The Speed Of Light!

Integrated Document Management speeds up business processes, such as “time to invoice”, by reducing search and filing times. In the electronic document management system (EDMS) employees can find any document they need – even those from other applications – with one mouse click.

Pre-printed forms can be eliminated and made available via laser printer or on a tablet. These bar coded, pre-indexed documents can be submitted into the system via scan from a truck stop scanner or via the drivers tablet directly from the field. Barcoding the forms also save labor costs associated with manually indexing the documents once they are returned.

How Much Is It Costing You?

How much are missing BOL’s costing your organization? Do they all make it back in good condition? How long does the accounting department wait to bill the customer? New technologies allow a driver to make a delivery, capture a signature, and submit the signed document on the spot. This allows invoices to be generated faster, shortening your collection cycle. It also eliminates the issue with lost or damaged documents. The driver will not have to look for a “scan station” at a truck stop to return documents to the organization. Postage costs can also be eliminated if the drivers are mailing documents instead of scanning.

Beat The Competition

The Transportation and logistics industry is constantly changing under the pressure of new competitors from emerging markets, shifting toll/tariff costs and fluctuating fuel prices. More than ever, success for companies working in this space depends on having the most cost effective, efficient and flexible business processes, in addition to stellar customer service.

Save Time, Money, and Aspirin

  • Quicker invoicing improves cash flow
  • Integration with applications ERP and Logistics applications
  • Fast, error-free record capturing – better data quality
  • Continuous processes for more productivity, enhanced competitiveness
  • Strong client relationships through improved customer service
  • Improved job satisfaction and productivity by reducing processing/search times
  • Legal security since processes can be traced for years
  • Reduced / Eliminated warehouse file cabinet storage or offsite storage costs
  • Reduced printing costs
  • Elimination of pre-printed forms (invoices, work orders, BOL, statements)