BKS Bank was faced with major challenges caused by a flood of paper and long distances in the invoicing processes. Branches, such as the one in Vienna, had to create internal accounting documents for expenses such as business lunches and send them to the accounting department in Klagenfurt together with the original invoice. This led to unnecessary paper consumption, high postage costs and delayed invoice payments. There were even inefficient channels within the head office, as invoices only reached the accounting department via the central mailroom.
Digitalisation for greater efficiency and sustainability
The decision to switch to digital processes was therefore inevitable. BKS Bank is pursuing an increasingly digital approach and is focussing more on sustainability by reducing paper and postal channels.
When it came to selecting a partner for this transformation, the decision was made in favour of ZELMION. ZELMION’s professional demeanour and comprehensive expertise were convincing in comparison to other providers.
„ZELMION scored most highly with its professional appearance and high level of expertise.“
Solution for an efficient invoicing process
With the introduction of the xSuite incoming invoice workflow, solutions were implemented that efficiently organise invoice receipt both at the head office and in the branches via mail interfaces and the xSuite Office+ interface. As a result, invoices are captured semi-automatically and electronically.
The implementation also had an impact on the employees. The changeover required comprehensive training, which was carried out through a combination of manuals and personal training sessions, including directly at the workplace. Automatic document reading makes the accounting department’s work much easier.
BKS Bank – The success story
The company has made significant progress with digitalisation in recent years, particularly in the customer area. BKS Bank’s hybrid sales model combines digital solutions with personal support in the branches. The adjustments made during the coronavirus pandemic, such as increased Webex appointments and the digital transfer of documents, demonstrate the company’s ability to adapt.
The new solution enables transparent documentation of the entire process of incoming invoices and significantly shortens processing routes. It fully covers the IKS requirements.
„The progress of the incoming invoice is now documented in the system from receipt to release. You can check the current status of an invoice at any time.“
The recently completed project was an extremely positive and instructive experience. The cooperation between the ZELMION team and the internal project team at BKS Bank went smoothly.
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