Must have tools to streamline processes
Once a new tool is available to streamline processes, you should definitely use it!
You should test it, use it, and never wait until later. Because eventually you will realize that you are lagging behind your competitors and the market. We recognized this, especially since we had to deal with a huge number of documents — we had thousands of them. There will be tens of thousands of them someday, considering the company’s constant growth.
Raben Ukraine has successfully converted a wide range of documents into electronic format: invoices, statements, expenditure invoices, contract documentation, specifications — this list is endless.
We have implemented ODE and now working with paper documents is like using a landline instead of a cell phone
The hardest part was convincing our partners to switch to online document exchange. Among the reasons were incomplete understanding of the legal framework, reluctance to change anything in the routine process, and a company policy.
However, we gradually switched our partners to e-document workflow, and so the company hardly experienced any drastic changes.
In general, our employees welcomed these new changes. If we were to suggest that we go back to paper workflow instead of Vchasno.ODE, I think, neither our employees nor our partners would really agree. It would be like refusing a cell phone and switching back to a landline.
Document processing is up to 50% faster
We have noticed that switching to Vchasno has only positive dynamics. The time taken to sign agreements has significantly reduced due to the simplified approval process and electronic signatures.
The same is true in the case of receiving payments. We send and receive invoices quickly in electronic format, and therefore receive payments faster.
Additional benefits for Raben Ukraine are the reduced paper usage and no more lost documents. Internal approval of documents takes less time, which improves the efficiency of communication within the company.
It’s extremely simple with outgoing documents — invoices and acts are generated automatically by the system without any manual intervention. All that’s left to do is to apply an e-signature and send the document to the client.
It’s a bit more complicated with incoming documents, but it’s hard to imagine what would happen if they still were in paper form. You need to check the invoice, get it approved internally (and sometimes by several employees), and put it on the payment list. What if these people are in different cities?
However, since switching to Vchasno’s electronic document workflow, the time we spend on these tasks has been significantly reduced to 30%-50%. This is all because of the following factors:
- faster approval process
- quick access to the necessary information
- no paper workflow routine
Issues related to eTTN in the logistics
Of course, it would be nice to have an electronic bill of lading (eTTN) in the logistics area. A specific algorithm for transporting consolidated cargo requires a lot of testing and sustainable implementation at all stages. This chain involves many parties and requires several necessary documents.
Therefore, we are currently waiting for the state and eTTN providers to make changes to the system and are performing necessary tests together with Vchasno.TTN.
Read aslo: Introducing eTTN in Ukraine: First Achievements and Prospects
Electronic document workflow contributed significantly to the rapid recovery of our operational processes during the pandemic and war. When most Raben Ukraine employees were out of the office, we still received documents from suppliers, paid bills through Vchasno, and avoided any delays.
We also sent invoices to our clients for payment. There are risks that are extremely difficult to manage today, but facing the risk of being bankrupt just because your customers haven’t received their invoices is no joke.
ODE implementation outcomes
With the introduction of electronic document management in 2018, Raben Ukraine manages to significantly save time for working with documents — from 30% to 50%. Which is especially relevant in the logistics field, when all work requires the dynamics of decision-making.
Currently, the company processes thousands of documents in electronic form in Vchasno.ODE. And quick signing of deals means faster payments and profits.
Get more information about Vchasno
Contact us! Learn how to quickly implement e-document workflow in your company and reduce costs and team time for documents processing.
