Softcat automate their invoice processing to remove backlogs and drive efficiencies.
Background
Softcat are the largest IT value-added reseller in the UK, partnering with Nexbotix as their Elite Partner for Intelligent Automation. More recently, Softcat have become a customer of Nexbotix, automating a number of internal processes, including their supplier invoice processing.
Challenge
In Accounts Payable, Softcat had a team of 5 people manually processing invoices every day. This involved manually inputting the relevant data from the invoices into the central finance system. The invoices would be received in multiple formats and would then need to be checked against PO numbers in the system and validated, before then manually entering the data. This process required a huge amount of manual effort and time, taking between 3-5 minutes per invoice. As the business continued to grow, so did the resource required to process the growing number of invoices, often resulting in backlogs during peak processing periods such as end of the month, where they simply didn’t have the resource to manage the process at scale.
Softcat identified that manually processing their invoices was a growing problem that needed addressing. They wanted to streamline the process and reduce any associated costs, such as additional headcount in peak processing periods.
Solution
It was imperative that any new solution needed to be worth the investment for Softcat and would also work and integrate with Softcat’s existing new finance system, which they had previously implemented. After a 9-month diligent tender process, Nexbotix were awarded the contract to automate their invoice processing after providing confidence that the new technology would be successful through the provision of a successful pilot and proof of concept phase.
The Nexbotix solution was up and running in just over 12 weeks. It included a period of discovery, involving a deep dive into the different facets of the process and how it ran manually end to end. This was followed by the creation of the automated process, including user testing – all of which would seamlessly integrate into their existing finance system, without any disruption.
Nexbotix also deployed its automation platform, NIAH, to allow them to manage any business exceptions, as well as providing a managed service where the team monitors the automation and addresses any potential issues.
ROI/Benefits
“The Nexbotix automation platform is delivering real operational efficiencies within Softcat, allowing us to scale as the business grows without additional headcount costs, and also eliminating any previous errors and backlogs, enabling Softcat’s Finance teams to focus on activities higher up the value chain.”
Howard Holland – Group Financial Controller Softcat
