Improving accounts payable with a customized, easy-to-use workflow.
CarDon & Associates is a leading provider of inspired living and compassionate, long-term health care for seniors in Central and Southern Indiana.
CarDon had an accounts payable person at each center that handled invoice approval and data entry for their location. The corporate office wanted to centralize these operations to better handle growth and reduce operating costs. Corporate also took this opportunity to streamline their accounts payable process and take it paperless. Imaging Office Systems was given the challenge to create a workflow that could handle over 4,000 vendors with ties to each individual location, centralize all operations and move CarDon’s accounts payable to an electronic invoicing system.
Phase One of the project focused on electronic invoicing. All vendors were given a location-specific email at which to submit invoices (a small percentage of invoices sent by paper were scanned). Those invoices were then captured and using Optical Character Recognition (OCR) the data entry requirement was reduced to confirming data with a few clicks of the mouse. Phase Two took those invoices into a workflow process designed by the IOS Professional Services Group. After simple point & click entry, each location reviews, adds details and approves the invoices. The system then runs a batch import into MAS200 to submit the invoices for payment. When the invoices are paid, the workflow updates the check amount, date, and number giving all parties a quick, easy way to research invoices and forward details to vendors when needed. Key features:
Nancy Liggett, Accounts Payable Manager notes, “Going beyond the technology, IOS made sure this system was easy to understand, easy to implement and easy to use. What could have been an intimidating project was made simple and their work in “translating” the technology made a me comfortable every step of the way.“
The electronic invoicing and accounts payable workflow created by Imaging Office Systems has freed up both staff and space. People who before were overwhelmed by data entry can now focus their time on improving and maintaining their senior-living communities. Space that was once filled with filing cabinets has been turned into offices and a training center. The return on investment from this easy-to-use system has been felt in multiple areas within the first 12-18 months.
"We picked Imaging Office Systems for this project because they immediately impressed us with their capacity, controls and ease of use. Now that we’ve worked with IOS, we are blown away by their service. They have given us tremendous service along with a system that has brought a return on investment in less than 18 months."
Accounts Payable Manager
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