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DocuWare > Case Studies > Contract Vehicles Limited Streamlines Operations with DocuWare
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Contract Vehicles Limited Streamlines Operations with DocuWare

Technology Category
  • Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries
  • Transportation
Services
  • System Integration
The Challenge
Contract Vehicles Limited (CVL), a leading British service provider in fleet management, experienced a significant increase in the number of incoming A/P invoices and operational documents due to business growth. The volume of paperwork tripled to around 100,000 within a few years, and the company struggled to manage the influx, even with additional staff. The company realized that a document management system was essential to maintain its performance and quality standards. The system needed to merge various document types and formats, enable fast searching and processing, allow rights-based internet access, and meet all legal requirements with high security.
About The Customer
Contract Vehicles Limited (CVL) is a leading service provider in fleet management in the United Kingdom. The company has experienced significant growth, which has led to an increase in the volume of incoming A/P invoices and operational documents. The number of these documents tripled to around 100,000 within a few years, creating a significant challenge for the company. The company's growth and success in the fleet management industry have necessitated the need for innovative solutions to manage the increasing volume of paperwork and maintain the company's performance and quality standards.
The Solution
CVL implemented DocuWare, a document management system, to manage the influx of documents. The system was first implemented for orders and the electronic processing of incoming A/P invoices. Invoices were either imported from Microsoft Outlook or batch digitized using a document scanner. DocuWare automatically classified all documents and transferred the relevant key data into the internal commercial system. The digitized documents were sent to the responsible department heads for checking and approving payment through different workflows. The solution monitored all work steps, allowing the processing status to be traced at all times. Following the successful processing of incoming invoices, CVL expanded the use of DocuWare to digitize and integrate a complete file archive with around 80,000 technical operating and maintenance documents. A web-based portal solution was also implemented, allowing customers to independently access and view all technical documents of their own vehicle fleet.
Operational Impact
  • Significant improvement in service levels
  • Increased work productivity
  • Reduced processing cycles
Quantitative Benefit
  • Tripled the volume of documents managed
  • Digitized and integrated around 80,000 technical operating and maintenance documents

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