Accounting and HR departments in the transportation industry
How to reinforce document management?
Your industry has fundamental needs regarding document management. Thanks to nowadays technologies, you are now able to process information electronically (communication, data retention, file archiving, …). Digital transformation is not an option anymore, it is a necessity to reach efficiency and streamline your departments’ tasks. Discover how HR and Accounting departments in the transportation industry reinforce their document management.
Overcome the main challenges in your carrier company now
How you lose time, thus money
As an HR or accounting manager, you know how much your teams can waste time filing, communicating, searching for documents in their daily tasks. Also, relying on paper-based processes adds paper consumption, printing, storage space, and postage fees. All of this makes your coworkers lose a lot of time, but not only. Above all it impacts their productivity, thus costs significantly more to your company. In addition, as you must comply with various legal requirements regarding data retention, approvals, and more… manual processes expose you to risks of non-compliance which can result in paying penalties.
Tons of paper documents managed daily
Among all documents that can the transportation sector has to handle every day, HR and accounting departments frequently process:
- Employment contracts,
- Leave requests,
- Pay slips and attachments,
- Driving reports, time sheets
- Profit sharing, target bonus,
- Invoices, delivery notes, waybills
- Transportation contracts,
- And more…
Open Bee Document Management Solution at your service
For your Human Resources department
- Electronic forms: with the eForm module you are able to efficiently handle any request from the staff, for instance, leave requests but not only.
- Compliance: Legislations in many countries requires strong policies regarding your coworkers’ personal information retention. Open Bee simplifies compliance which such regulations through data security and the automation of documents deletion.
- Electronic signature: the electronic signature module enables to sign any documents (such as employment contracts) online in a matter of seconds, with different levels of security.
- Secure coworker online spaces: automate the distribution of documents to employees in secure dedicated online spaces, where they can also upload driving reports and time sheets for easy classification.
- Intranet: enable 24/7 access to all your staff, at the office, working from home or on the field to corporate documentation whether they are using their computer or any other mobile device.
For your Accounting department
- Electronic workflows: send each invoice in an approval workflow to get the authorization for payment
- Open Bee Scan Capture: the intelligent capture engine enables easy collection of invoices in any format (mailing, attachment) and automates the extraction of all relevant such as the amount, date, reference, or item line for example. After this, the solution automatically archives all invoices in dedicated supplier files.
- Smart search: easily retrieve and view any invoices stored in your DMS
- ERP integration: send invoice information to your accounting software for general ledger logging and financial reporting (Sage, Cegid, …)
Enjoy both tangible and intangible ROI
Foremost the digital transformation of accounting and HR document processes brings you both tangible and intangible returns on investment. Indeed, the savings in terms of costs and time are countless. No more paper-related costs or time-wasting tasks like manual inputs, filing, looking for specific HR/accounting folders, and matching invoices with associated quotes. Overall, it is a real productivity boost for your teams that can manage documents with a minimum of effort wherever they are working from thanks to cloud-based technologies. They will now be able to focus on more added-value tasks, like payment reminders or financial analysis.
The electronic retention of documents also prevents you from paying penalties, related to non-compliance regarding data confidentiality requirements, and minimizes the risk of losing documents. The automation of audit trails also improves the traceability of information, to exactly know who has seen it or modified it.
Finally, it is not only your internal teams that will benefit from this investment. All your business partners, clients, and suppliers will get more satisfaction from your relationship.
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