Virgincare go paperless with mail room invoice processing
Virgin Care provide front line NHS and social care services across the country. Since 2006 they’ve treated more than four million people, providing care good enough for their own families.
The company approached Cleardata to review existing manual invoice processes to cope with increasing demand, 32 different legal entities, reduce manual invoicing tasks and improve digital invoice quality.
Manual Processes and Issues
The company received invoices in the post, using staff to open, prepare, scan, index and upload to their financial system. This was taking up large amounts of staff time for no added value tasks. Due to rapid growth, the business was considering employing more staff, to cover the increased levels of invoices to be processed.
Virgincare were also experiencing problems utilising Multi Functional Devices (MFDs) to scan, such as paper jams, IT issues and slow, poor quality scanning.
Cleardata suggested these issues could be resolved by outsourcing their invoice scanning. As an alternative to back scanning invoices, Cleardata recommended a mailroom solution to deliver the following benefits:
- Free up staff time to focus on other value added activities
- Cope with increased demand
- Improve quality of digital images and attached meta data
- Reduce turn-around time
Virgin Care decided that a combined mail room and invoice processing service would suit them best.
Cleardata carried out a discovery exercise to map out and refine their processes, understand their 32 legal entities, and ensure the recommended solution provided the best value along with added benefits for the customer of speedier processing, and better utilisation of AP staff time.
Our service included: re-directing mail to Cleardata; opening and sorting; scanning and indexing of all electronic and physical invoices, within agreed time-scales; the provision of all images and meta-data to Virgin Care, to be uploaded directly into their system ready for the invoices to be processed by their finance team.
“The transition to a fully outsourced service was much smoother than expected. Cleardata have been an absolute pleasure to work with and the time freed up has transformed what we do in our AP department. Our staff are happy, our suppliers are happy and I wish we had done it earlier”
Finance Team, Virgin Care