Qualicaps Selects Esker To Automate Critical Business Documents, Streamline Invoice Processing
Esker, a foremost authority in document process automation solutions, recently announced its completion of a technology project for the European division of Qualicaps, a global supplier of two-piece capsules, machinery and technology. With over 60,000 documents produced yearly, Qualicaps was looking to automate the processing of critical business documents, production documentation and vendor invoices.
Spearheaded out of Qualicaps' European headquarters in Madrid and encompassing all of its European factories, the project consisted of two phases: the first involved the process automation of Certificates of Analysis and production documentation sent to customers; and the second, the implementation of vendor invoice automation.
Certificates of Analysis
Prior to implementation of the Esker solution, Qualicaps' Certificates of Analysis, generated by an IBM AS/400 system, were manually processed to a portable document format (PDF) in over 150 different layouts before conversion. Because of numerous review and approval processes from different staff members, changes were difficult to implement. Not only did Esker simplify this lengthy formatting and validation process through automation, it reduced the number of layouts and enabled the electronic approval and archiving of documents.
Preceding Esker's involvement, the production and printing of documents was very time consuming — requiring manual selection of different paper types, colors and sizes related to the 50 different document forms used by Qualicaps. To streamline the process, Esker technology, directly integrated into an IBM AS/400 system, dynamically formatted documents using modifiable rules created to meet Qualicaps' requirements. Thanks to Esker, Qualicaps saves five hours daily on document processing.
Additionally, Esker improved Qualicaps' reporting capabilities by generating reports directly from Crystal Reports. Enriched with graphics and capable of being archived electronically, these reports facilitate key decision-making practices, and help Qualicaps benefit from an improved image vis-à-vis its customers.
The second stage involved replacing the tools used to validate Qualicaps' 9,000 yearly vendor invoices. Arriving by post or fax, vendor invoices had to be manually checked by several departments before final approval. Invoices were transferred by hand to each approver, which delayed payment. By leveraging the intelligent capture, electronic workflow, and touchless processing capabilities of the Esker automated accounts payable solution, Qualicaps was able to consolidate its invoice approval workflow — improving overall efficiency, control and visibility.
Qualicaps' scanned vendor invoices are now entered into an automated workflow for approval upon receipt. Intelligent data capture and optical character recognition (OCR) technology allow Esker to accurately extract and capture relevant information from the invoices, enabling Qualicaps' accounting staff to view the extracted data and invoice images simultaneously. Invoices are then dispatched to the appropriate business units where authorized personnel receive timely alerts that prompt them to sign off on documents to meet payment deadlines.
"Thanks to Esker, we have seen a 70 percent reduction in the time from when an invoice is received, approved and paid," said Jose Angel Martínez, IT Manager, Qualicaps, Europe. "Additionally, we have experienced a 70 percent increase in process management for a number of critical business documents resulting in enhanced efficiency in our commercial relationships with both customers and vendors. Our cash forecast visibility has vastly improved and our vendors receive payment more quickly — a win-win scenario for everyone."
Esker is the worldwide leader in document process automation solutions. Addressing all types of business processes from accounts payable and accounts receivable to sales order processing and procurement, Esker cloud computing solutions enable companies to automate the reception, processing and sending of any business document with one platform. Esker helps over 80,000 companies across the world to reduce the use of paper and eliminate manual processes while improving their productivity, efficiency and environmental impact.
With 36 million euros in sales revenue in 2011, Esker operates in North America, Europe and Asia Pacific with global headquarters in Lyon, France and U.S. headquarters in Madison, Wisconsin. Esker is listed on the NYSE Alternext in Paris (Code ISIN FR0000035818). For more information, visit www.esker.com.