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Digital process for housing group

30 November 2011

Adactus Housing Group has implemented Invu Document Management Software to automate the processing of over 700 suppliers’ transactions – the resulting automated workflows and electronic invoicing bringing quick approvals and resolution.

Formed in 2002, Adactus Housing Group brings together a number of local operations under the AHG parent. Adactus Housing owns and manages over 13,000 homes across 25 local authority areas in the North West of England, compromising six independent companies.

Adactus’ decision to implement the Invu document management software came after a six month marketplace review and the benchmarking of Invu against five competitors. Invu demonstrated a strong track record within the market and the ability to integrate with existing systems was essential.

A staged roll out approach was adopted, as the most complex implementation the Finance department was first to adopt, with Tenancy, development and Health & Safety to follow. With 24 suppliers representing 50% of the transactions, rationalising the supplier management process was essential to improving efficiency.

Streamlining the invoice process was critical as was implementing a process which would entail minimum manual intervention with improved supplier management. Between 40,000 and 60,000 paper invoices are received a year from over 700 suppliers. This leads to a slow and labour-intensive process, which is prone to data entry error. With a crucial need for invoice accessibility throughout the multiple locations the process has become protracted with poor control. The result was a lengthy retrieval process and invoice misplacement which led to an extended supplier payment times.

Kimberley Clark, Operations Director at Adactus commented: “The Invu solution has made a real difference to our supplier management process. It has given us complete transparency and enhanced control – we have far greater awareness of all invoices and commitments. My experience within finance departments within the sector means that I know that other Housing Associations would greatly benefit from what we have implemented. It simplifies the process, speeds it up and provides much better control and management information.”

The introduction of Invu Document Management has resulted in greater financial and quality control. On average c.200 invoices are received every day. Adactus Finance now has a clear and immediate view of all supplier transactions, which are fully audited and offer a much improved level of transparency and clarity. Finance can also see where there are delays with the automatic escalation process; in conjunction with wider accessibility to tenant and supplier information has allowed for immediate response leading to enhanced service levels.

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