Digital Transformation in Facility Management: All Service Group Case Study

• Infrastructure as a Service (IaaS) - Cloud Computing

• Cloud Planning, Design & Implementation Services

The All Service Group for Facility Management, a company that offers comprehensive services in the field of facility management, was struggling with an inefficient invoicing process. Every month, around 800 work slips for services signed by the customer were collected and sent by the branch offices to the financial accounting department in Bad Homburg. The invoices were then created and printed out in their Sage ERP system. Work certificates were sorted, manually stuffed into envelopes and sent. A lot of time and many documents were lost in the mail. It could take up to 30 days before a service was invoiced. At the same time, the flood of paper was immense, with 30 binders filled every month.

The All Service Group for Facility Management is a company that offers comprehensive services in the field of facility management. The company handles administrative tasks like finance and accounting for the All Service Group, which operates throughout Germany. In order to be able to work quickly, efficiently and cost-effectively, the company makes targeted use of digital technologies like document management. The company was looking for a solution to automate work processes in order to handle invoicing more quickly and be able to better understand how their processes flowed.

The company introduced a Document Management System (DMS) with a central archive to automate work processes. The signed work slips are barcoded in the branch offices, scanned, stored in the digital document pool and enhanced with additional information before being forwarded for invoicing. Documents then appear in the task lists of the processing department in Bad Homburg and can be invoiced right in the integrated Sage ERP system for the corresponding accounting month. Each document contains all important information and text can also be copied from the work statement into the invoice for further explanation. As soon as the invoices are sent out, they are archived centrally. Once a day, the invoices with the corresponding work slips are downloaded as PDF files and sent by email to an external service provider, who in turn sends them to the customers by post or email.

• The company benefits greatly from the time saved during the entire invoicing process. Instead of spending hours collecting, stuffing, mailing, unpacking and sorting hundreds of documents, employees can now use their working time for more meaningful tasks.
• The central document pool and easy document access also brings many advantages. The convenient full-text search function, for example, means that a desired document can be found in seconds when a customer has a question.
• Employees can thus email a missing invoice to the customer again with just a few mouse clicks.

• Reduced time for invoicing process from up to 30 days to a few minutes.
• Reduced paper usage with the introduction of a digital document pool.