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 —
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 —
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.
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 —
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.
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 —
Casama Group, a wholesale food distribution company, specialise in fine wines, distributing some of the country’s most prestigious brands, with nine offices across Australia and New Zealand.
Relying on drivers and third party archiving, Casama’s was experiencing up to a four weeks wait to access their PODs. Upstream implemented a POD solution that overhauled efficiency, visibility and significantly reduced their costs, while improving document retrieval, delivery tracking, customer enquiry resolution, stock management and cashflow. Upstream’s localised storage removed the expense of a third party company and reduce information access lag from four weeks to less than one day.
– 47 per cent cost saving on proof of delivery archiving through uDocs
– Access to delivery information reduced from four weeks to less than a day
– Between 1000-2000 scans of delivery documents each day with 99 per cent accuracy
From Paul Stewart, Group IT Manager
“Upstream understands our business and our environment and is truly a business partner. The uDocs solution fitted our business needs perfectly and the cost savings are enormous.
“The solution has changed the way our business operates and improved customer service significantly. The inefficiencies we experienced with our delivery documents are now a thing of the past.”
47 per cent cost saving on proof of delivery archiving through uDocs. Access to delivery information reduced from four weeks to less than a day. Between 1000-2000 scans of delivery documents each day with 99 per cent accuracy
— Casama Group —
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.