Document Management Software Provider Invu Helps Hill Hire Save 6,000 Hours Per Annum
Invu Document Management software produces savings of 6,000 hours per annum and reduces carbon footprint
One of the UK's largest truck and trailer rental specialists, Hill Hire, has enlisted document management software provider, Invu to supply an Invu Document Management System to cope with the upsurge in rental bookings. Switching manual business processes to work electronically, this software deployment has produced an annual time saving of almost 6,000 man hours – over three man years – for Hill Hire as well as contributing to the company aim of carbon neutrality.
Based in Bradford, West Yorkshire, Hill Hire employs in excess of 450 staff. One of the UK's largest truck and trailer rental specialists, the company operates from 17 depots across the country boasting a fleet of 21,000 rental vehicles and annual sales of £100M. Recognising that the increase in bookings was creating an adverse affect on customer service when trying to maintain the influx of paperwork, Hill Hire saw the need for change and followed up on recommendations received for Invu Document Management.
Prior to the deployment of Invu, generating, monitoring, sharing and storing the paperwork had grown to become both time-consuming and resource-intensive confirming the requirement for improved overall efficiency had become mandatory. Craig Bradley, Head of IT Services for Hill Hire explains, "Each of our vehicles can be hired up to six times a week which requires us to send at least six legal documents to the customer. In addition to this, we are also required to provide proof to VOSA that the vehicle is roadworthy. With 5,000 vehicles being inspected on a six weekly basis and 16,000 trailers being inspected on an eight weekly basis, we are processing and storing over 100,000 new documents year on year. Keeping all these documents up to date, accessible, and stored efficiently and securely had become increasingly complex."
By automating and centralising its document management with Invu, Hill Hire has radically improved the efficiency of its business processes and achieved savings throughout the organisation. Since the implementation, the business has immediately halved the amount of time taken by administration staff to file and find incoming documentation. Instead of searching through paper documents, or requesting material residing at distant depots, Invu Document Management now allows Hill Hire's employees to quickly access any documentation needed regardless of the vehicles location.
Bradley continues, "The speed of inputting, accessing and tracking the information we need is now so much more efficient. Instead of sourcing, printing and compiling all the necessary paperwork for each rental agreement, which can be easily mislaid or damaged, we can now find what's needed immediately and just email the relevant documentation to customers as and when required. The Invu software has produced a fantastic saving of nearly 6,000 hours per annum."
So impressed with the total savings to date since the deployment of Invu, Hill Hire aims to introduce a customer web portal based around the Invu solution. Designed to provide customers with direct and secure access to all relevant vehicle documentation stored within the Invu Document Management repository, the solution will free up even more time and resource across Hill Hire's depots, further improving staff productivity and business efficiency.
In addition to improving internal processing, the deployment of Invu has facilitated in the reduction of the company's carbon footprint. Bradley concludes, "As a transport company, reducing our carbon footprint is an important company objective. Through automating our document management processes we have significantly reduced our paper trail, and reduced courier miles in the process, so we make cost savings and carbon savings too."
About Invu
Invu develops software that incorporates document management, content management, workflow, automation and collaboration specialising in solutions for the mid-market and smaller businesses.
Also known as the paperless office, Invu typically gives a return on investment in under six months, allowing companies to see efficiency savings in terms of both money and time.
Over 4,500 organisations use Invu. From professional services (such as accountants, IFAs and insurers) to education; from housing associations to manufacturing and engineering; from transport & logistics to construction and charities.
Invu's Open Search integration allows SharePoint users to utilise fully the benefits of WSS/SharePoint Foundation or MOSS/SharePoint Server whilst retaining the functions of specialist document and content management.
Invu's solutions enable automated scan, capture and management, processing and output transformation.
Invu also integrates with all major accounting systems including IRIS and Sage, as well as ERP and CRM systems.
SOURCE: Invu