What the Customer was doing…
Accounts Receivable (Credit Control) for a national supplier were spending > 50hrs per week requesting and receiving credit reports from various agencies for customers. Every time a new customer or a customers’ status changed or a set period has passed a new credit report is requested.
The reports were emailed to the credit control. The PDF was opened and printed! Key data from the report was keyed into the accounts system and the hard copies were filed and stored for seven years. At the end of the retention period the reports were shredded!
What Topwood is now doing:
Topwood receive requested credit reports by email, the PDF is opened virtually and the software extracts the key data fields into an XML file. This file automatically updates the Customer’s system with the new data and a PDF of the report is saved on Topwood’s DocView. This is then autodeleted/overridden as per the records management policy.
The Benefits:
- The CC team has been reduced by two staff who have been retrained – / redeployed.
- The time lag from to report to updated database is reduced down from weeks to a few hours, and;
- Time expired reports are automatically requested so all ratings are kept up to date.
