Processing and Automating the invoice and contract workflows

Digital management of essential content and business process

GETICA OOH is a leading advertising company and the third largest in the Out Of Home Advertising (OOH) market in Romania, with a national network of approximately 2,500 billboards in premium locations throughout the country and over 50 employees. Founded in 1997 as Exclusive Media, the company changed its name to GETICA OOH in 2013.

The collaboration between GETICA OOH and Konica Minolta Romania started in 2016, when the company wanted to streamline the activities with a large volume of printed documents.

Following the analysis, Konica Minolta proposed the implementation of an electronic document processing and storage solution, adapted to the volume of documents and activities at that time.

Now, GETICA OOH wanted to extend the existing solution with new functionalities. Thus, Konica Minolta implemented a new electronic document management system which enables digital management of the essential content and business processes associated with financial-accounting documents, sales or purchasing contracts as well as automation of workflows, thus contributing to increased operational
efficiency and freeing up valuable time to focus on critical aspects of the business.

The actual project

Based on the strong collaboration between GETICA OOH and Konica Minolta Romania team, as well as due to the diversification of activities and the increase in the volume of managed documents, GETICA OOH wanted to extend the existing solution with new functionalities regarding advanced extraction of information from the invoices and contracts with customers and suppliers, verification, validation and release of documents on the approval workflows, as well as their storage in an easy-to-manage document management system.

Following the analysis of the internal processes within GETICA OOH, Konica Minolta Romania also proposed the implementation of an electronic contract management solution to streamline the work with the
documents, from creation to approval, electronic signature, storage and retrieval. For more flexibility and accessibility, the entire solution is hosted in Microsoft Azure.

The implemented applications

ABBYY FlexiCapture for Invoices
M-Files
DocuSign

Concrete data on the implemented solutions

The implementation project of the solutions involved several stages for GETICA OOH:

Scanning documents from the Konica Minolta printing equipments, followed by extracting relevant data from the contracts and invoices at product line level with ABBYY FlexiCapture
Verification and validation of the extracted information
Defining a customised approval workflow based on the customer requirements
Implementation of M-Files platform for the internal process automation and easy document management
Integration of the previous document management platform with M-Files, giving users access to all documents saved in the past
Migration of relevant documents from the old solution to M-Files
Setting up automatic notifications on contract validation, approval or expiry
Integration of DocuSign electronic signature solution
Configuring applications in order to be accessible from Microsoft Azure

The electronic document management system implemented with ABBYY and M-Files solutions enables digital management of the essential content and business processes associated with financialaccounting documents, sales or purchasing contracts as well as automation of workflows, thus contributing to increased operational efficiency and freeing up valuable time to focus on critical aspects of the business. The implemented system represents a new step into the process of digitization and automation, a process that started 6 years ago with Konica Minolta, a process that has accelerated since 2020, a process that, I would say, it is far from being over. It is, in fact, an ongoing process of absorbing new technologies that are becoming more and more accessible, technologies that make our lives easier, that help us achieve more and better with less.

Eliza Gedoiu

Chief Financial Officer, GETICA OOH, Romania

Challenges

Long time required for manual entry of the invoice and contract data into the existing management system
Cumbersome management of approval workflows for the invoices
Difficult report generation
Long time for the signing of the contracts with partners

Solution

Implementation of an automated solution to extract information from invoices and contracts
Implementation of approval workflows for pre-processed invoices
Development of a document management solution based on the M-Files platform, allowing collaborative work on contracts, addenda and annexes, as well as storage of pre-processed documents with ABBYY FlexiCapture
Implementation of the approval workflows where each user with access rights has input into the definition of the final contract version
Simplified way of searching for information
Generation of automatic notifications for documents approval, revision or expiry
Creation of reports specific to contract work, needed both at management level and employees
Implementation of an electronic signature solution to streamline the time required to sign contracts and significantly reduce courier or printing costs

Benefits

Automatic import of the digital documents into the application
Secure access to the information needed
Automatic extraction of data from invoices and contracts
Quick retrieval of documents in M-Files
Automatic notifications for the contracts due date
Approval workflows allowing a transparent view of the approval process
Contract versioning history with visibility to the comments of each user involved
Specific reports for each contract category
Digital signature to streamline the time needed to sign contracts
Microsoft Azure hosting of the applications, without additional investment in physical infrastructure