The Challenge
Multiple systems were required to manage accounts payable, credit card approvals and the workflow of trust account authorisations.
Managing accounts payable for over 100 property owners requires a system that is flexible yet robust and allows for complex rules around internal account codes.
The project had many stakeholders requiring a great deal of documentation to coordinate specifications and communicate the scope of delivery.
New processes would also require a change in staff behaviour – an area where the previous project was deficient – so change management needed to be a key consideration for driving long term success.
Project Objectives:
- Improve the efficiency and accuracy of incoming invoice capture
- Replace the existing ECM
- Integrate with Microsoft Dynamics 356 Business Central accounting system
- Establish a system and licencing model that has flexibility and the ability to grow as business requirements change
- Support staff through the adoption of new systems and changes in business process
The Solution
After initial meetings and research to fully understand UniLodge’s unique challenges, the MDPS team delivered a project brief and recommended 3 main process redesigns:
- For accounts payable to receive invoices, use automation to assign internal coding accurately and route those coded invoices to the correct team members for approval.
- To meet regulatory requirements, a workflow tool was recommended to ensure supporting documentation was captured for all payments from trust accounts.
- Credit Card approvals were recommended to be automated to simplify reconciliation and integrate with existing finance systems.
These recommendations included the implementation of a new ECM (Laserfiche) and updating their capture and processing solution to Affinda Intelligent Document Processing.
After delivery of the project brief, UniLodge gained approval from all stakeholders and the project moved to delivery phase. MDPS team began engagement with key stakeholders at UniLodge across both operational and IT teams.
Once the new ECM software was implemented, the MDPS team began the configuration and implementation of the AI-powered document processing engine, Affinda and implementing the digital forms and workflows within Laserfiche to support the solution. Ongoing collaboration between the MDPS team and UniLodge saw the solution refined throughout the build phase to deliver a fully functioning digital automation solution at go-live.
The Results
The new workflow and automation has saved time and improved accuracy across accounts payable. The accounts teams can now spend their valuable time on higher level tasks and not have to spend countless hours matching receipts with transactions.
After the project was delivered, the MicrotechDPS team also worked to ensure the systems were supported and well adopted.
“Change management was exceptional. The MicrotechDPS team helped ensure success by assisting us to implement the new solution for adoption.” says Chief Financial Officer, Chris Webb.
Find out how MicrotechDPS can improve your business by contacting our team.
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