The investment subsidiary of a large German insurance group is the group’s leading asset manager and provider of alternative equity investments with a focus on private equity, infrastructure and renewable energy investments with distributed locations (e.g. Munich, London, Luxembourg, New York, Singapore).
In order to be able to handle the daily growing number of incoming e-mails with invoices, an electronic invoice receipt processing system was to be introduced. At the same time, processing procedures were to be optimized (both qualitatively and quantitatively) and made both transparent and audit-proof.
VIALUTIONS developed the invoice management system ‘INAPS’ based on ABBYY ‘FlexiCapture‘. INAPS reads in incoming invoices, analyzes the content and then stores them in a structured way in the incoming invoice ledger in SharePoint based on the extracted metadata. According to the stored roles of the office group, responsible employees are notified and then process the invoice in the web application. The subsequent release (“Approval“) of the invoices can be done, among other things, simply by sending an e-mail to the authorized persons (“Approvers“). Within the (standard) e-mail, the approvers can simply approve or reject (“Approve” / “Reject“) and, if necessary, comment on this. Further processing and filing is done automatically.
Every employee involved can process his or her tasks mobile, quickly, securely and easily – and completely without installing additional client software. The status of all documents, invoices and protocols can be traced at any time, are up–to-date and are audit-proof after filing.