It can be a challenge for businesses to keep up with the demands of today’s digitally connected world. As technologies evolve, so do expectations. Gone are the days of face-to-face, office-based working five days a week and the familiar paper-based processes that we once relied on. Without future-proof processes that enable flexible, agile working, both small and large organisations can risk falling behind.
PrintSense, is armed with the skills, knowledge, and solutions to support businesses with meeting these challenges. Based in Northamptonshire, PrintSense provides a fully managed print service that is rooted in a commitment to excellence, offering leading Toshiba workplace solutions that enable cost-saving, flexible working, operational efficiency, and eco-conscious processes.
Where others focus on products, PrintSense focuses on all-encompassing solutions with tangible benefits; an ecosystem of print hardware and advanced software, tailored specifically to solving the pain-points that each customer is experiencing.
Harnessing automation
No matter the sector or size of business, many companies struggle with complex document workflows that involve seemingly endless hours of scanning, mailing, saving, approving, collating, archiving and filing documents, in both paper and digital forms. Processes as diverse as setting up and maintaining customer and client records, producing quotations, placing orders, making deliveries and issuing invoices all generate huge amounts of paperwork.
Often, this conflicts with the flexible workstyles that many employees have come to expect. The ability to work from anywhere and retain agile workflows that are genuinely streamlined and efficient, can be incompatible with rigid processes that require huge amounts of time and resource.
By automating the creation, management, and processing of documents for paperwork-heavy teams, businesses can eliminate manual tasks, reduce errors, improve collaboration, and enhance overall productivity. Not to mention reducing environmental impact, in turn supporting businesses with their sustainability goals.
Documents, workflows, and reports
The ability to digitally capture information – to scan and convert physical documents via a print device, into computer processable, instantly retrievable, structured data – allows businesses to cut down on the space and costs required to store physical files in favour of easily accessible digital archives.
Taking it a step further, businesses are able to build automated workflows from the newly digitalised data, in which documents are routed to the right people instantly and all progress, or lack thereof, is automatically tracked and highlighted along the way.
For departments that deal with a large amount of files and data, like HR and Finance, implementing automation software can be especially beneficial. PrintSense has a range of software, including bespoke and out-of-the-box products, designed specifically for accounts payable teams. Customers have reported drastic improvements including cutting invoice approval times and processing costs by well over half.
Businesses can benefit from automatic invoice validation with instant error and compliance checks, which streamline the entire invoice-to-reconciliation process and eliminate costly issues like duplicate payments or over-payments. Invoices can be routed into a multi-step approval process with split code billing for multiple approvals, so processes don’t slow down when moving from person to person. To speed things up even more, invoices under a set value threshold can be pre-approved, and approved invoice amounts can be posted directly back into ERP and finance systems.
Put simply, automation software eliminates repetitive manual tasks in an auditable and highly transparent way, to turn repetitive processes into a seamless and efficient operation.
Harnessing reporting dashboards makes it easier for decision- makers to distinguish their top suppliers from those that represent a hidden cost to the business due to inaccurate invoice submissions. Having visibility over the process means teams can instantly see when an invoice was recorded, where it is in the workflow, or who accessed it last. What’s more, because everything is securely archived in a centralised repository, it means compliance and continuity can be assured no matter what circumstances arise.
Implementation
Since PrintSense’s automation solutions are software-based, it means they can be quickly and easily deployed for customers. This involves overlaying and integrating the software with current systems, so there’s no need to replace or upgrade existing investments. All workflows are pre-configured and can be tailored to businesses’ needs, and with a collaborative approach, users receive all the skills training they’ll need to feel confident with their new and improved processes.
A huge bonus is the fact PrintSense’s solutions can work either on the premises or in the cloud, so there’s an option no matter your preference. None of this means that businesses need to jump into automating all of their processes entirely; companies have the flexibility to start with just one function in one department, such as Finance or HR, and then build out automation across departments over time, if that’s what works best for them.
Call 01536 422922 or visit www.printsense.co.uk
