Desmedt, a renowned family business in the packaging industry, processes 2,700 purchase invoices annually with ImageCapture, coupled with CERM software. This digitization has made their invoice processing more efficient and less prone to error, while maintaining their focus on service and quality.
More efficient than ever: Desmedt digitizes invoice processing
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Desmedt, a family business since 1889 and a specialist in labels and sleeves, supplies customers in Benelux and France. With a focus on quality and innovation, Desmedt has continued to invest in both employees and technology for four generations.
For CEO Henri Köhler and his team, automation is essential to continuously improve processes. In 2019, when moving to CERM software for their ERP, Desmedt chose to also further optimize their invoice processing with ImageCapture. Stephanie Van den hove, Marketing & Customer Service Manager, shares how this collaboration dramatically increased their administrative efficiency.
Purchase invoices per year
Staff
Years active
The challenge
As a packaging company with complex procurement and invoicing requirements, Desmedt was dealing with manual and time-consuming invoice checks, especially for large purchase orders with multiple order lines. Although the organization already had some degree of automation, the move to CERM provided an opportunity to fully integrate and streamline the invoice processing process. This would reduce administrative operations and reduce the risk of human error.
It saves SO much time, especially with large purchase orders with many order lines.
The process/method
Working with Scan Sys and the CERM team, Desmedt initiated a thorough implementation to link ImageCapture to their new ERP system. They set up a separate email address for purchase orders, allowing ImageCapture to automatically read invoices and recognize relevant data such as supplier, amount and VAT amount. ImageCapture then automatically matches the invoice with the purchase order in CERM; if the data match, the invoice is approved for payment. In case of discrepancies, a manual check is required.
Desmedt’s team initially noticed some reluctance due to the new, automated check, but soon the benefits became clear. Thanks to ImageCapture, employees no longer have to review every invoice, freeing up valuable time and reducing the risk of error. In addition, the automation eliminates errors, such as incorrectly entered figures or numbers, which sometimes caused problems when processed manually.
The result
Error reduction through automation
The reading and approval of invoices is now largely automatic, which significantly reduces the risk of error in administration.
Time savings in complexity
Especially with large purchase orders with many order lines, Desmedt saves a lot of time. Invoices that are correct do not have to be checked manually, speeding up the administrative process considerably.
Increased confidence and control
Employees appreciate the ease and certainty of automatic verification, leading to increased reliability and consistency in the administrative process.
Stephanie Van den hover
Desmedt, Marketing & Customer Service Manager
What's next?
Desmedt is exploring further optimizations within their digital administration with Scan Sys and is looking at expanding ImageCapture applications into other processes. For example, they also want to digitize other operational tasks to free up even more time and resources.
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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