DocuWare Case Study: Engineering a Successful Document Workflow

American Engineering Testing Inc. (AET) is an employee-owned, multi-disciplinary consulting engineering firm offering geotechnical, environmental, construction materials, and forensic testing services to public and private sector clients. The company’s most important accounting documents are Accounts Payable invoices, Accounts Receivable invoices and time sheets. AET’s accounting department worked with a paper-based approval system. On average the approval process took about five days, but if anyone held onto an invoice, the process could take months, possibly resulting in a collection call from an unpaid vendor.

Requirements: American Engineering Testing Inc., (AET) a multi-disciplinary consulting engineering firm, wanted to automate their accounting processes and reduce the need to physically handle and store paper, as well as eliminate lost invoices and improve their cash discount options. They wanted an electronic document management system with a low total cost of ownership and integrated workflow capabilities.

Solution: AET was looking for an electronic approval and document imaging system for Accounts Payable. DocuWare had been purchased but was only being used to store time sheets and project files. AMI Imaging Systems, Inc., an Authorized DocuWare Partner, worked with AET to expand the scanning system and automate the approval workflow process. With the initial guidance from AMI and the ease-of-use of DocuWare, they were able to implement the electronic approval system on time and under budget. The use of DocuWare is expanding to other departments within AET, as well. With quick secure access to information, employee productivity has improved and document retention regulations have been met, limiting legal liability and positioning the company for future growth.

"My staff and I can now track an invoice throughout the entire approval process,” said Marsha Hadd, Accounting Supervisor for AET. “With one glance I know which invoices have been pending approval for too long and my staff can easily e-mail a higher level manager for approval. DocuWare has improved each employee’s document accountability. I no longer receive collection calls for invoices that I was unaware had been lost in our paper-based approval system."