A paperless AP process, almost overnight
Why Volvo distributor Scandinavian Vehicle Distributors moved from manually processing up to 1,000 invoices a month to electronic capture through MYOB Greentree eDocs, powered by Xtracta; going paperless and taking back control of accounts payable.
“We were after an integrated, off-the-shelf solution. The invoice process is so simple now.”
Andrew Butchart
Financial Controller, Scandinavian Vehicle Distributors
Less time spent on invoice entry
Freed up each month for the AP person
Invoices now processed a year
the need
Paperwork was eating the finance team’s time
Invoice volumes had crept up over the years. At around 1,000 documents a month, valuable finance time was disappearing into approving physical invoices, keying data into the ERP, filing, archiving and retrieving invoices whenever more information was needed.
It was becoming obvious SVD needed a more productive way to manage a rising tide of documents.
the CHALLENGE
Manual processing that no longer scaled
Growing volume meant more paper, more manual keying and a higher error rate — and paper invoices that were passed around the office were easy to lose track of.
VOLUME
Up to 1,000 invoices a month
MANUAL ENTRY
Data keyed into the ERP by hand
LOST DOCS
Paper passed around, hard to track
Storage
Cost of physical offsite archiving
the APPROACH
An integrated, off-the-shelf solution
MYOB Greentree eDocs, powered by Xtracta’s AI, extracts invoice data and drops it straight into SVD’s ERP.
Invoices arrive by email
Documents come in and are uploaded to eDocs automatically.
Data extracted into the ERP
Details appear in the ERP with a sharp reduction in manual keying.
Routed for approval
Each invoice is sent to the right person to sign off.
Checked and stored
Duplication checks, PO matching, and a copy filed in the ERP.
IN THE CLIENT’S WORDS
eDocs is reducing time spent on invoice entry by 40%
Andrew Butchart
Financial Controller, Scandinavian Vehicle Distributors
the outcome
Paperless overnight, with full visibility
The office went paperless and the finance team got its time and its oversight back.
Time reclaimed
2–3 days a month freed up for the accounts payable person.
Paperless office
Invoice copies live in the ERP — no more searching paper files.
Visibility restored
Easy to see who holds each invoice, with no more lost documents.
