The Challenge

With its own forwarding, central warehouse, and over 60 branches, Plieger receives a significant volume of invoices from its suppliers. Although the company has an automated system for booking purchase invoices via an EDI system, it still receives a substantial number of manual invoices, both in physical form and through its dedicated Outlook mailbox. To streamline and optimize this process, Plieger sought assistance in booking these manual invoices efficiently into their JD Edwards ERP System. 

The Solution

Recognizing the need for a comprehensive solution, we implemented a multi-faceted approach to transform Plieger's manual invoice processing: 

• Virtual Workspace Implementation: We established a dedicated virtual workspace, providing a secure and efficient environment for our team to manage Plieger's invoices remotely. 
• Dedicated Team & Comprehensive Training: A team of four full-time, highly trained staff was deployed, ensuring expertise and consistency in the process. 
• Process Automation: We meticulously analysed and automated manual process flows by developing and deploying custom applications, eliminating bottlenecks and streamlining the entire workflow.  
  • Invoice Entry Listing Application: This custom application extracts data from PDF invoices and consolidates it into an Excel sheet for streamlined entry into the ERP system. 
  • Automated Invoice Saving Application: This application automatically retrieves and saves PDF invoices from the dedicated Outlook mailbox to a specified folder at scheduled intervals, eliminating manual downloads and organization. 
  • Paper PDF Invoice Splitting Application: This application splits multi-invoice PDF documents into individual supplier-specific PDFs, simplifying processing and reducing manual sorting. 

The Result

The implementation of these solutions delivered remarkable results for Plieger: 

• Increased Processing Speed: We consistently processed and booked an average of over 1,000 invoices per day during the assignment, significantly exceeding Plieger's expectations. 
• Enhanced Efficiency and Accuracy: Automation and streamlined processes minimized errors and improved the overall efficiency of Plieger's AP department.    
• Cost Reduction: By optimizing the workflow and leveraging technology, we delivered bookkeeping services with high efficiency and accuracy at a significantly lower cost compared to Plieger's previous manual processes. 
• High Client Satisfaction: Plieger expressed high satisfaction with the quality and efficiency of our services, highlighting the positive impact on their operations. 

The Impact

Through this collaboration, Plieger gained more than just processing capacity, it gained a future-ready payables operation. By integrating human expertise with automation, Four Symmetrons delivered a hybrid model that ensures ongoing efficiency, adaptability, and control.