Mailroom Automation Solutions

DCS's mailroom automation solutions allow you to capture, route and process important information as soon as it enters your business by merging multiple channels into a single traceable information handling process.

Data Capture Solutions - Document Management Software, Services and Solutions

Document Management Solutions

Businesses view and process thousands of documents every day and storing and managing these documents can be time consuming and costly.

Business Process Automation Solutions

Every day businesses have to process information which, when done manually, can take a considerable amount of time such as client account opening, invoice processing and expense submission and approvals.

Human Resources Solutions

DCS's solutions for HR departments focus around improving the management and compliance problems of your employee files and records.

Records Management Solutions

DCS's records management solutions allow companies to implement a full lifecycle management of their key business records.

Governance, Risk management and Compliance Solutions

Businesses are increasingly being more closely monitored and regulated so it's vital that correct procedures and best practice guidelines are followed to ensure your company operates in accordance with regulations, laws, best practice standards and contract obligations.

Invoice Processing

invoice processing services DCS provide a tailor made solution for the automatic handling and processing of supplier invoices, credit notes and other accounts payable information.

Our comprehensive service covers the manually intensive operation of processing purchase invoices, from receipt to payment. Using automated recognition, combined with sophisticated web based invoice approval workflow, DCS operates the UK's highest volume service in this field with over 100 clients and 130,000+ invoices processed each day.

Our service can be totally tailored to suit your own requirements and can cover all or just some of the following processes:

Mail receipt via a central PO Box – Secure service using a central PO Box registered at our service centre
Imaging – We use the best Kodak scanners to ensure the highest quality images even from feint dot matrix invoices.
Data Integration - DCS can export data to SAP, Oracle and virtually any other ERP or Accounts system
Data capture from paper – We use highly automated invoice capture software to extract header and/or line item data at over 10,000 invoices per hour
Data Availability - DCS can export data to you via secure VPN links
Data Matching – We can validate data against POs, GRN's and other data to ensure an accurate and precise match
Coding and approval – Using the worlds most advanced invoice approval software, DCS can code invoices with cost centre and department codes and then forward for approval using a simple web interface

In addition our invoice processing solution gives other benefits of

Problem Resolution – DCS can produce exception lists for resolution internally to pre-defined rules or notify the client as applicable
Storage – We can store your documents online or in paper format for the regulatory minimum 6 years or send back scanned images on CD
Management Reporting – Reports can be sent to you on a daily basis covering whatever statistics and exception reporting you require
Per Transaction costs – Billing is fixed on a 'per transaction' basis so you can easily budget

Outsourced Invoice processing service

DCS can provide a fully outsourced invoice management service. This can be implemented as a long term trial or as an immediate cost saving solution in order to deliver benefits without any capital expenditure.

The DCS invoice processing service includes:

PO receipt of supplier invoices
Receipt of eInvoices
Scanning of paper original copies of invoices
Full logging of each transaction
Cheque cashing and handling service
Data extraction of both header and line items
Validation of data for correct values, codes, etc
Matching of invoices to purchase orders

For managers we provide the following

Exception handling
Routing for approval using BasWare as a managed service on DCS's remote servers
Fully proven integration of remote data with over 75 ERP and account systems
Full management reports

This outsourced invoice processing service can at a later stage be migrated to the clients own facilities with a phased and managed transfer of invoice processing equipment, system configuration and even staff thereby giving a low cost, low risk project startup.

If you would like a free comparison of your 'in-house' vs 'outsource' costs then please call us now on 01753 616720 to arrange a consultation.

White Papers on Invoice Processing:

Automated Invoice Processing [PDF 118KB]

Find out more about DCS solutions and services

For more information about Data Capture Solutions software and services please call us on 01753 616 720 or complete our contact form for a fast, tailored response.

Finance department solutions

Brochures

Whitepapers

Software as a service

Costs down by 50%

"DCS have reduced our 'per invoice' transaction processing costs by 50% and that is after only a few weeks of implementation."

"Handling supplier payment queries now takes far less time as we can immediately see where invoices are in the approval process without even leaving our desks."

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Accounts Payable

£150k admin cost savings

"We have estimated that in the first year alone DCS's FileStore HR solution has saved us over £150,000 in administration costs alone."

Over £250,000 per annum savings

"DCS now handle over 50,000 mail items per day from our EMEA region offices and scan, classify and route them via our SharePoint system direct to the relevant staff who process them. This alone has saved us over £250,000 per annum in back office admin costs.."

Financial Benefits
Management Benefits
User Benefits

document management Reduces storage Costs
Dramatic reductions in document storage and management costs. This applied to both current documents and archive documents.

document record finding Reduces time to find information
Reduced time locating information gives better productivity and lower staff costs.

business automation Reduced operational costs
More efficient transactional processing results in lower operational costs, especially of mail handling and invoicing.

document management cloud No capital costs
A cloud or SaaS solution means no capital costs and you simply pay for the service as you use it.

document management cost effective Simple per document user charge
For businesses with variable demand we can bill on a per document basis, so you only pay for what you use.

Governance, risk management and compliance
Storing paper POD’s and invoices for 6 years to meet legal and compliance regulations could cost you a lot in storage space and manual effort required in retrieving information.

document management Improved Staff Productivity
Team members can quickly search and find documents so increased staff productivity.

Compliance
Easy to show compliance with new business legislation.

Manage legacy applications
Using document imaging legacy applications can be integrated at minimal cost.

secure document storage Secure Document and Data Storage
As an ISO27001 certified company, our SaaS / Cloud solution provides you with a safe and secure storage solution within the UK.

secure document management Security Control
Authorised and access permissions ensure your documents are only accessed by authorised staff or team members.

world access document filing Central Filing
Documents are files in a central location, allowing easy access to data anywhere in the world..

easy to update document management Easy to Update
Easy to update, administer and audit your documents.

archive document management Faster to find old records
Archived documents can be more quickly retrieved.

eliminates paper wastage Less wastage
Eliminates paper and wasted time from your business processes

Find out more about DCS solutions and services

For more information about DCS and our information management solutions and services please call us on 01753 616720 or complete our contact form for a fast, tailored response.

Our Clients

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