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Transforming Invoice Management: Achieving a Paperless Office with Integra's System

The Trust, operating across Greater London with an annual turnover of £217m, faced challenges in managing a high volume of invoices, including over 33,000 associated with POs and nearly 20,200 non-PO invoices. They implemented Integra's Invoice Approval System (IAS) and Attachment Manager to streamline processes, reduce back-office costs, and improve invoice tracking. By adopting a paperless approach, staff training, and ensuring stakeholder engagement, they enhanced efficiency in financial operations, achieving significant time and cost savings.

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Transforming Invoice Management: Achieving a Paperless Office with Integra's System

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  1. Towards a Paperless Office Use of Integra’s Invoice Approval System & Attachment Manager

  2. Background to the Trust • Trust provides response to all ‘999’ calls within Greater London (659 sq miles). • Turnover of £217m • Transaction Volumes • Invoices • 33,811 invoices associated with POs • 20,199 non-PO invoices • 10,040 remittances • >220 journals per month • 716 active cost centres • 959 active expense heads • 151 budget holders • Operate from 70 sites

  3. Use of Integra

  4. Why Implement IAS & Attachment Manager?“The Problem” • PSPP poor (74%). • Stake Holder Review – Strategic Suppliers. • Increase in numbers of invoices. • Pressure to reduce back office costs. • Problematic internal mail system & lack of invoice tracking.

  5. Demo

  6. Approach • Discussions with iBS. • Discussions with IM&T. • External approval. • Scanner testing • Software testing. • Went live on with scanning on 1 May 2005. • Procedure & training notes • Management Accountants trained non finance staff. • Went live on with IAS on 6 November 2005.

  7. Authorising via Email

  8. Approve/Reject Invoice Screen

  9. Reminder E-Mail

  10. Invoice Approval System Status Report

  11. Lessons • Cultural • “Finance not our problem” • Poor wording of e-mails • Get the intervals between e-mails right. • Poor spread of training • Escalation not a deterrent • Along side other actions • Did make savings in time and cost.

  12. Demo

  13. Journals • Why Journals? • Poor filing of documentation. • Storage space. • Approach • Testing • Procedure & training notes • Finance staff trained • Lessons

  14. Next Steps • Cost centre files • Purchase Orders • Sales Ledger

  15. Software Improvements • Link to Crystal Reports • Full user editing of workflow wording • Budget Uploads

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