Document management and electronic workflow instead of scanning services
Tupperware's invoice archive was taking up valuable space and did not allow staff to search for stored information quickly, so the company made plans to digitise it. Instead of contracting a scanning service provider, Tupperware opted for an electronic invoice-processing system in combination with a legally compliant digital archive.
Now Tupperware has not only regained some space, but is also able to process invoices faster and from any location. Both invoice information and related documents can be digitised and the files easily found when needed.
Thanks to using document management, our paper archive is shrinking by one accounting year every year. This means that after seven years, it will be completely emptied automatically.
Operations Manager, Tupperware Austria
In addition to having done away with physical archives, Tupperware benefits from increased transparency in that invoice statuses can be called up at any time from any location. "While paper-based invoices previously had to go through different folders depending on their processing status, you can now see at the touch of a button which invoices have been received, processed, approved and paid, and which are ready for archiving", says Moser, who relies heavily on the location-independent electronic workflow, especially due to the COVID-19 pandemic. This makes it easy to process, approve and automatically forward invoices to the next person from any location, including home offices. "Otherwise we would have to post invoices from employee to employee, which would certainly be just as inefficient as leaving the invoices in the company office until employees could return. The exceptional situation caused by COVID-19 has immediately revealed the advantage of the work process's flexible design."