Shortening document workflow by 58% for a construction wholesaler
We implemented an invoice scanning system that eliminated manual data entry. The client stopped losing documents and started paying invoices on time.
Bud-Max Sp. z o.o. is a building materials wholesaler from Opole that in March 2024 was drowning in paper invoices. Within five months, we cleared their desks and introduced a system that reads documents itself, because at Foundations of Success, we know that numbers must add up.
The challenge
In February 2024, 483 paper invoices were piled up in the Bud-Max reception, circulating between the purchasing department and the warehouse seeking approval. An average of 14 documents a month were lost in binders, resulting in late payment penalties amounting to 2,140 PLN monthly. Three people lost a total of 3.2 hours a day manually entering data into an old program, which generated an error in every ninth entry.
Our approach
For the first 11 business days, we checked exactly where the information flow was clogging. It turned out that the most time was wasted physically carrying folders between floors of the office building at Głogowska St. We designated Mr. Marek, the head of logistics, as the person responsible for testing. From May to June, we trained 4 office workers on operating scanners, showing them how the system itself recognizes VAT amounts and payment deadlines.
The solution
We went for an automatic document reading system (OCR) and connected it to their trade program. Every supplier invoice now hits the scanner immediately after goods are unpacked, and data is sent for approval in 1.2 seconds. We created a simple digital approval path – the company head sees everything on his phone and releases the transfer with one click, which means an end to the mess in papers.
Results
Thanks to the changes, the wholesaler regained full financial liquidity and stopped paying late fees. Office workers, instead of rewriting numbers, now handle customer service and monitor margins.
Timeline
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March 2024Audit of 483 documents and mapping of bottlenecks in the office.
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May 2024Installation of network scanners and database configuration.
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June 2024Practical workshops for the team and testing on live data.
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August 2024Full implementation and complete elimination of paper folders.
"We were constantly ashamed before suppliers because of late payments. Now an invoice drops into the system and after a minute is ready for transfer. It was specifics instead of promises I heard from others."