Case Study
Digital Mailroom:
Property Management
Details
Industry: Property Management
Recordsforce implemented a digital mailroom solution for Home River Group, a property management company, to streamline their accounts payable (AP) processes. The solution automated the handling of invoices and mail, significantly improving efficiency, accuracy, and cost savings. Due to the success of the AP automation, Home River Group also adopted the solution for their Human Resources department, enhancing document management and security across the organization.
Analyzing The Problem
Home River Group, a property management company, was struggling to manage its accounts payable (AP) invoices and mail efficiently. The company faced significant challenges in processing the high volume of invoices and documents, leading to delays, errors, and increased operational costs. Additionally, their traditional mail handling system lacked the scalability needed to support their growing business. These inefficiencies were becoming a bottleneck, affecting the company’s ability to maintain timely payments and accurate financial records.
Creating A Customized Solution
Home River Group partnered with Recordsforce to implement a comprehensive digital mailroom solution tailored to their needs. The solution automated the entire AP process, from the receipt of invoices to their final approval. Recordsforce’s digital mailroom service digitized and routed all incoming mail and invoices directly into Home River Group’s AP system, ensuring that documents were processed quickly and accurately. This automation reduced manual data entry and improved the overall workflow efficiency.
The process was as follows: Recordsforce receives approximately 2000 pieces of mail per month containing approximately three pages each. We scan the contents of the mail at 300 dpi, extract the required data, and then deliver the digital images and data directly into Home River Group’s system.
Impressed by the success of the AP automation, Home River Group decided to extend the digital mailroom solution to their Human Resources (HR) department. Recordsforce adapted the solution to meet the specific requirements of HR, including the secure handling of sensitive employee documents and the integration with their existing HR management system.
Instant Results
The implementation of Recordsforce’s digital mailroom solution brought significant improvements to Home River Group’s operations:
- Increased Efficiency: The automation of the AP process reduced the time required to process invoices, allowing the finance team to focus on more strategic tasks.
- Cost Savings: By eliminating manual processing and reducing errors, Home River Group saw a reduction in operational costs related to invoice management.
- Improved Accuracy: The digital mailroom ensured that all documents were accurately captured and routed, leading to a significant decrease in payment errors and missed deadlines.
- Scalability: The success of the AP automation demonstrated the scalability of the digital mailroom solution, leading to its adoption by the HR department, which now benefits from streamlined document management and enhanced data security.
- Enhanced Security: With the HR department onboard, sensitive employee documents are now securely handled, ensuring compliance with data protection regulations and safeguarding employee information.
Overall, the digital mailroom solution provided by Recordsforce has transformed Home River Group’s document management processes, enabling them to operate more efficiently and effectively across multiple departments.