Culinaire International Streamlines Accounting with DocuWare Cloud

• Infrastructure as a Service (IaaS) - Cloud Computing

• Human Resources

• Cloud Planning, Design & Implementation Services

Culinaire International, a hospitality management company, was dealing with a large volume of paper flowing through their central accounting office. Each of their remote locations was sending a weekly FedEx package with copies of accounts receivable and accounts payable documents for processing. This workflow was inefficient and costly. After evaluating outsourcing accounting functions or finding a basic digital document repository, Culinaire realized what they really wanted was a more robust solution that had search functionality, optical character recognition (OCR), digital workflow, and the ability to automate indexing and eliminate paper filing.

Culinaire International is a hospitality management company that partners with hotels, venues, and restaurants to manage food service and catering operations. They manage the day-to-day operations of the food service side of a business, such as a restaurant inside a hotel or cafe at a museum. They also provide management assistance as needed by their clients. Headquartered in Texas, Culinaire operates in 17 states and employs 1,800-2,000 people.

Culinaire chose to implement DocuWare Cloud because of its functionality, flexibility, ease-of-use, and affordability. A pre-programmed Scanmate i1150 Kodak scanner was set up at each location and employees were trained to use it. Remote employees log into Culinaire’s accounting portal daily, input all the sales from each day, and then print a report. The report is used as a cover page for a batch of “back-up” documents which are then scanned using a pre-programmed scan option that corresponds to an import job for each document type. The scan job is saved to a local folder and the remote employee can move on to other tasks. A desktop app works in the background to monitor the folder and upload and import the documents into the AR cabinet with all the fields already indexed. The corporate office then reviews the information and posts it to the accounting system.

• Limited data entry, automated indexing and uploading have streamlined the flow of information, speeding up the accounting process.
• The visibility of information changed dramatically for the accounting office - instead of waiting one week, sales documents can now be viewed that very same day.
• Digital transparency helps the accounting staff get documents through the approval and closing processes avoiding information bottlenecks.

• Reduced document processing costs dramatically.
• Achieved a faster Return on Investment.