DJ Adair Crane Services
DJ Adair Crane Services, is a Western Sydney mobile crane hire company. Despite significant growth, DJ Adair continued to use manual, handwritten processes to manage complex job allocation, compliance and safety requirements. With inherent industry regulations DJ’s was finding it difficult to stay up to date with onsite inductions, work cover compliance, licenses, and avoid breaking compliance, costly delays and wasted time.
Upstream helped DJ’s transition a previously manual, multi-step process that took days, sometimes weeks to complete to create streamlined efficient processes through digitisation. From job allocation, and invoice processing, to staff training and induction models, DJ Adair now have an optimised solution that adds value and provides results in all parts of their business.
Upstream developed an Invoice Processing solution that streamlined and automated the accounts payable process. Digitising their processing, Upstream implemented automatic key field & data capture, PO & invoice matching numbers, and workflows rules to capture digital approval and automatic linking to specific projects within Probuild’s system.
Schiavello is a top-100 Australian private company that creates and services world-class work and living environments. As a project-based construction and manufacturing company, Schiavello deals in a compliance-heavy environment. With a manual system of filing and retrieving critical documents, Schiavello team members found it difficult to find documents they needed in a timely fashion, creating potential for non-compliance and risk exposure.
Upstream’s new document management solution delivered process optimisation, audit efficiencies, and compliance mitigation. By digitalising documents, automating processes, and adding smart workflows, Schiavello dramatically reduced its business risk and streamlined its document-reliant processes, saving time and money.
Burbank is one of Australia fastest growing residential building companies, having sites in VIC, SA and QLD. With a high volume of job related invoices requiring processing every month, Burbank was looking for a more efficient way to manage this documentation. Upstream implemented a solution that allowed document digitisation, data extraction, purchase order matching, ERP integration, invoice approval workflow and the ability to easily search invoices and documents.
Burbank now have a standardised process implemented across their business. The solution has improved document management and tracking of invoices, with better cashflow, payment management and a reduction in the amount of manual handling. Furthermore, Burbank can manage twice the amount of processing without having to increase their headcount.
Hix Group provide professional trade and services in their six separate divisions, including Electrical, Data & Integrated services, Plumbing & Hot Water, Carpentry & Maintenance, Security & CCTV solutions, PV Solar Installation & Fire Services inspection, certification and maintenance.
Upstream’s customised solution resolved their daily challenge of electronically linking a multitude of paperwork to the relevant job in their ERP, simPRO. Paperwork such as POs, work orders, safety check lists, certificates and job photos are now electronically captured and indexed seamlessly integrating with the job within simPRO.
The benefits were immediate, reducing staff administration time by half, along with the minimising the risk of human error and providing instant availability of information for redistribution and processing.
The scanning solution saves our administration team a great deal of time each day, streamlining the processes and ensuring all our documents are available on our Job Cards. This has resulted in massive increased efficiencies in our business. Upstream’s ‘value add’ to our business produced better productivity reinforcing our commitment to them
— Lea Hicks, General Manager —
Cook’s Plumbing is Sydney’s largest independent supplier of plumbing and bathroom supplies to trade and retail customers. Established in 1969, it has seven metropolitan Sydney stores and two branches in Brisbane, and can deliver nationwide. Cook’s is also a foundation member of Plumbing Plus, a national buying group with more than 160 stores around Australia.
Cook’s uses both its own fleet of vehicles, as well as 3rd party transportation companies, to deliver goods to Sydney and Brisbane metro areas and beyond. Its customers are often home builders and often, these sites are unsecured until the home reaches lock-up stage so when using manual, paper-based processes it was hard for the team at Cook’s to prove for certain what had been delivered, when, and where it had been left.
Cook’s chose a digitalised proof of delivery solution provided by Upstream. The solution, which integrates seamlessly with the enterprise resource planning (ERP) system Cook’s was already using, replaced clipboards and piles of paper with tablets and remote connectivity. It helps to track deliveries more accurately and offer proof to customers that the goods have been delivered as agreed.
Baby Bunting is a specialist nursery retailer catering to parents with children from newborn to 3 years of age. Employing more than 700 people across its 34 National superstores, it is a one stop baby shop.
As with many businesses, Baby Bunting receives goods both at their retail outlets and their central warehouse. To help improve their process they were looking for a way to manage the delivery dockets and gain better transparency of inventory levels across their various stores. Upstream provided a scanning solution that managed their batched paperwork, extracted key pieces of information and integrated seamlessly into Baby Bunting’s ERP.
The result was a significant reduction in the time it took to manually process documents, automation of data being loaded into the inventory system, greater visibility of goods receipted across the stores and improved revenue as goods were quickly available for sale.
Metal Manufactures is a large and diverse Australian company, incorporating a number of businesses involved in electrical wholesaling.
MM identified that Upstream’s could assist in improving their Proof of Delivery (POD) processing along with managing a widely distributed print fleet in over 300 locations.
Upstream’s MM solution incorporated:
- Print management services
- Customised forms
- Document Scanning & Archiving solution
- Trade counter ‘Sign on Glass’ invoices
- Mobile POD ‘Sign on Glass’ solutions
Dealing with a high volume of invoices, maintaining and managing POD documentation is crucial to ensuring payment and the efficient running of their business.
Upstream helped to streamline MM’s POD processes with an end to end solution that included invoice creation, information capture, automated workflow and digital archive.
Importantly for MM, the Upstream solution require no system integration and no change to the existing POD’s generation, reducing the need for staff training.
Upstream’s POD solution allowed the automatic and electronic archiving of documents saving hundreds of hours administration time per week. The immediate search and retrieval capability provided improved customer dispute resolution and created faster payment collection. Overall MM experienced a huge reduction in the cost of print volumes and paper consumption, and as well as improved instore customer experience.
Scott’s Refrigerated Freightways
Scott’s Refrigerated Freightways is a supplier of refrigerated logistics, linking food and beverage manufacturers with retail supermarkets around the country.
With over 200 vehicles on the road daily, Scotts required a document solution to effectively manage compliance paperwork ensuring their ability to meet industry regulations of the National Heavy Vehicles Accreditation Scheme (NHVAS). Upstream provided a document management solution allowing the capture, extraction, storage and retrieval of critical information relating to the NHVAS work diaries.
Through our scanning solution, relevant information, typed or handwritten, are quickly and easily extracted and stored into a central document management system.
Scott’s are now able to easily keep track of missing documents, ensure compliance and produce customised reporting at a moments notice, minimising the risk of heavy fines and vehicle down time.
With fines of $770 for failing to produce work diaries within 21 days when issued with a ‘Notice to Produce’, Upstream’s solution provides the ability to create custom work diary reports saving Scott’s potentially thousands of dollars in fines.
— Scott’s Refrigerated Freightways —
Austbrokers Countrywide is a medium-sized insurance brokerage established in 1952 with 80+ staff, and more than 15,000 clients. Backed by the AUB Group, Austbrokers Countrywide is focused on ensuring clients have appropriate levels of cover without being over or under insured. In a document-intensive industry, Austbrokers Countrywide need to keep exceptionally tight control over documents and workflows.
Upstream’s automated solution not only helped Austbrokers Countrywide to shift their focus from onerous admin tasks to valuable client interactions, but it also streamlined previously manual and labour intensive processes, achieving greater productivity, visibility, automated workflows, information capture and central data storage.
Ashfords is a business advisory firm located in Melbourne’s South East suburbs. They provide financial and strategic advice in the areas of Accounting, Audit and Financial Planning to corporate organisations, small-medium businesses and personal investors.
The nature of such a business implies a huge number of documents, ranging from correspondence, to emails through to client information. Ashfords were looking for a simple way of storing, classifying and retrieving this range of documentation. Upstream’s powerful document management solution enabled all information to be stored, whether originally a hard copy document or a digital document, using the Client ID number as the key metadata identifier. Upstream was also able to integrate with Ashford’s IT systems to extract vital information such as the customer name and allow storage and retrieval by the associated metadata values.
Ashfords realised the power of the Upstream solution as it enabled better storage, greater visibility and access and a simplified search criteria which result in a better service to their clients.
Bossair provides a full range of commercial heating, ventilation, and air conditioning services to ensure HVAC systems meet today’s high expectations of energy-efficient performance.
As a small medium business, Bossair was dealing with a huge number of monthly invoices that required processing. With no automated system in place, the manual steps they had in place were time consuming, error prone and difficult to manage. Upstream was able to provide a Creditor Invoice Processing solution allowing Bossair to better, more efficient and affordably stay on top of their growing business needs.
Sleepeezee, a bed manufacturer and wholesaler, bring together superior designs and latest in technology to provide the highest quality bedding. With four offices around Australia, their products are sold through retailers across Australia.
Outgrowing their existing proof of delivery (POD) processes, Sleepeezee partnered with Upstream to digitise the process. Using barcode and MFD technology and Upstream implement a POD document processing solution seamlessly integrating with their existing system to standardised the process and provide consistency across the business.
Through information extraction, document naming and storing, data ERP import, information validation, customised exception reporting, OCR and full text searchability, Sleepeezee were able to realise immediate improvements.
The standardised method, implemented across all locations, allows the entire business visibility and access to the documents, improved customer service response and resolution capability, better utilisation of staff time and resources and reduced manual processing to one tenth of the time previously required.
POD processing time reduced from 2-3 hours per day to just 20 minutes. The level of integration means our staff don’t actually realise that they’re going to a separate system, they just think they’re within our system
— Chris Galante, IT Manager —
Transport Refrigeration Services
Transport Refrigeration Services (TRS) was established over 40 years ago and is a recognised leader in refrigeration services and support. With humble beginnings in repairing refrigeration units on trucks and trailers, TRS has grown to also include vehicle rental and purchase, along with spare parts supply for clients who deliver everything from fresh food to healthcare products.
Suffering under the weight of manual, handwritten forms and processes, Upstream helped to optimise processes and job information collection with a customised eForms and intelligent workflow solution. TRS now enjoy streamlined service and repair processes with easy, instant information retrieval and visibility across a distributed workforce of mobile technicians.
The Dominelli Group is privately owned car dealership selling Ford, Mazda, Nissan and Renault. New and used car sales is a competitive business and Dominelli was looking at ways to improve its internal processes and its customer experience. With the assistance of Upstream, the team at Dominelli were able to realise an improved Repair Order and Dealer Pack a state of the art solution.
Upstream’s Repair Order and Deal Pack digital archiving solution allows the automated data extraction of key pieces of information such as the deal number, Repair Order number and car registration. The scanned documents are digitised and electronically stored, and integrated into the Dealer Management system, making them easily retrievable, reducing a significant amount time spent storing and archiving paperwork and improving customer service.
Australian Wholesale Meats
Australian Wholesale Meats (AWM) was established 20 years ago and remains 100 per cent Australian owned and operated. Its mission is to provide superior quality products and services using Australia’s best suppliers, brands, and a professional approach that delivers results to its customers.
Australian Wholesale Meats uses a combination of its own trucks and a third-party transport company to deliver meat to local and interstate butchers. The business works with up to eight different transport companies to supply meat to regional and rural parts of Australia. Largely relying on a paper-based proof of delivery process AWM was experiencing some challenges effectively managing this.
Being a long-time Upstream customer and having evolved from a simple forms and scanning solution to a digital archive solution, AWM worked with Upstream to implement its next generation of digital proof of delivery solutions, ‘Sign-on-Glass’.
Peter Rowland Catering
With over 50 years in the hospitality arena, Peter Rowland Catering (PRC) is one of the largest catering and event management companies, with a world class team focused on delivering the best in events.
With thousands of supplier invoices requiring processing and payment each month PRC partnered with Upstream to create a solution to effectively manage the invoice workflow. Upstream’s digitised solution and form templates, allows the automated capture of key invoice data fields, invoice and purchase order matching, direct ERP import and integration, reporting, storage and retrieval capabilities. The solution also assists identify invoice discrepancies and ensure payment accuracy to suppliers.
As a result PRC reduced manual invoice handling and increased processing efficiency, doubling their invoice processing capacity using the same resources. Furthermore, the storage portal provided a centralised location to archive, search and retrieve information electronically.
Invoice Processing time decreased from 3-4 weeks to 4 hours per month, allowing them to double their invoice processing capacity using the same resources.
— Peter Rowland Catering —
Prime Media Group
Prime Media Group, is a regional television broadcaster. Reaching a potential audience of over 5.1 million people. PRIME’s viewing area covers regional northern and southern New South Wales, the Australian Capital Territory, Victoria, the Gold Coast area of south eastern Queensland and all of regional Western Australia.
Understanding the importance of professional appearances, Prime implemented Upstream’s visitor management tool, uDocs SignIn, across multiple offices. Providing a digital way to manage guests within their business, uDocs SignIn allows visibility of onsite visitors, increasing security and improving OH&S compliance. The emergency and evacuation alerts, arrival notifications and reporting features help improve their management capabilities.
Prime was also looking for a better way to manage not only their print output, but also its mixed fleet of ageing multi-function print devices. Upstream’s Managed Print Services streamlined Prime’s print environment, helping significantly reduce costs, consolidate and refresh their devices, manage their consumables and provide service and support across their national locations.
Through partnering with Upstream to improve visitor management and print solutions, Prime not only saved over $100,000 annually on print, but enhanced their visitor experience while creating better first impressions.