Insulcon, a leading supplier of refractories for industries such as petrochemicals and energy, made a major efficiency gain with the implementation of ImageCapture. The organization automated both invoice and order processing, resulting in less manual processing, fewer errors and shorter turnaround times. This enabled them to handle growing order volumes while maintaining high accuracy and customer satisfaction.
Efficiency and accuracy: Insulcon improves invoice and order processing
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Insulcon Group, founded in 1980, specializes in the development and supply of refractory and high-temperature products used worldwide. With offices in the Netherlands, Belgium, Germany and Switzerland, Insulcon serves customers in the petrochemical industry, energy industry and many other sectors where thermal stability is crucial. With growing demand for their solutions and an increasing order flow, Insulcon wanted to find a way to automate and optimize both their invoice and sales order processing. They chose ImageCapture, Scan Sys’ solution, because of its seamless integration with their existing Exact Globe ERP system.
Invoices per year
Sales orders per year
Offices
The challenge
Insulcon faced the challenge of efficiently and flawlessly processing their growing number of purchase invoices and sales orders. Previously, this process required a lot of manual work, including printing, entering and archiving documents. This led to high workloads, time-consuming document storage and an increased risk of input errors.
Moreover, customers did not need to be inconvenienced by changes in the ordering process. The organization therefore sought an automated solution that would relieve their administration and reduce error proneness, without requiring customers to change the way they work.
The great advantage of Scan Sys’ software is that you can very easily create and set up a template for each customer yourself.
The process/method
The implementation of ImageCapture was phased, with invoice processing first and later expanding to sales orders. Scan Sys’ consultants worked closely with the Insulcon team to set up the system to recognize and process the different layouts of customer documents. As a result, specific templates were created for customers, ensuring automatic processing of invoices and orders, regardless of the format of the documents.
Employees from the Customer Service department were involved in the process from the beginning, which ensured a high acceptance rate and provided valuable input. As a result, the implementation was tailored to Insulcon’s unique business needs.
The result
Improved processing time
Orders and invoices can now be processed faster, resulting in shorter lead times and less administrative burden.
Higher accuracy and fewer errors
Invoice and order entry errors have been significantly reduced by automatic recognition and matching of customer codes and item information.
Document efficiency and accessibility
The digital archive allows for instant data retrieval, which improves customer contact and reduces time otherwise spent searching.
Sven Mulder
Insulcon, Customer Service Manager
What's next?
Insulcon remains open to further optimization and automation within their business processes. In collaboration with Scan Sys, the organization is exploring additional modules and features within ImageCapture to further improve administration and customer service. Future extensions could potentially automate other business processes and integrate with Exact Globe to increase overall operational efficiency.
Solutions used
Invoice processing
Booking, checking, filing and approving purchase invoices is a process that requires a lot of time and attention. Not only is manually processing invoices time-consuming, it is also very error-prone.
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Sales order processing
Organizations regularly receive recurring customer orders that must be processed manually. With ImageCapture, it is possible to automatically process these purchase orders into sales orders.
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