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In today’s rapidly evolving business environment, companies are increasingly turning to digital solutions to streamline all aspects of their operations, including invoice management and archiving. Traditional methods are becoming outdated and inefficient for many businesses, especially those that deal with a large volume of both product and expense invoices. This is particularly relevant for distributors, service centers, automotive and agricultural machinery sellers, and electronics suppliers, who often handle numerous suppliers and varying document formats. These invoices frequently contain extensive product data that must be manually entered.
One company that has successfully navigated these challenges is “DOJUS Agro”, a seller of agricultural and forestry equipment, parts, and services. This article explores their journey toward digital invoice management and highlights valuable lessons learned throughout the process.
“DOJUS Agro” journey to digital transformation
Before embarking on their digital transformation, “DOJUS Agro” faced significant challenges managing a large volume of invoices. With numerous suppliers spread across different countries, the company processed several thousand product and expense invoices each month. Most of these invoices were received in PDF or paper format, requiring manual entry into systems and physical archiving. This labor-intensive process was time-consuming, prone to errors, increased operational costs, and made it difficult to improve efficiency.
To address these issues, “DOJUS Agro” partnered with “Unifiedpost”(now Banqup) to develop a comprehensive approach to their invoice processing workflow.
A comprehensive digitalization solution for invoices
“Banqup” provided a tailored solution designed to meet “DOJUS Agro” specific needs:
EDI (Electronic Data Interchange). Suppliers able to send electronic invoices were integrated into the EDI system, ensuring smooth data exchange and reducing the need for manual data entry—especially crucial for managing product invoices.
Conversion services. For suppliers sending invoices in non-standard formats, “Banqup” offered conversion services that transformed documents into formats compatible with “DOJUS Agro” systems.
Digitization services. Invoices that could only be provided in PDF format were digitized at “Banqup” center, ensuring they were processed as if they were true electronic invoices.
Digital archiving. All invoices, regardless of format, were archived in a unified digital storage system, allowing employees or auditors to quickly retrieve any document based on criteria such as supplier, date, or invoice number.
Purchase invoice management system. This system was implemented to manage expense invoices, automate the approval process, and distribute costs accordingly.
This holistic approach allowed “DOJUS Agro” to significantly reduce manual processes and improve overall efficiency.
Challenges and solutions in the digitalization process
Like any major change, the transition to digital invoices wasn’t without challenges. One of the main hurdles was convincing suppliers to adopt electronic invoicing. “DOJUS Agro” encountered resistance from some suppliers who were accustomed to traditional invoicing practices. To overcome this, they worked closely with suppliers, explaining the benefits of the process for both parties and offering training and consultation to ensure a smooth transition.
Internally, there were also challenges. Employees who were used to manual processes needed time and support to adjust to the new systems. Initially, a select group of employees tested the new system, exploring its capabilities and, once the process was validated, shared their expertise with other colleagues. “Banqup” and “DOJUS Agro” also provided extensive training and closely monitored the transition to ensure smooth implementation.
The benefits of digital invoice management
Despite these challenges, “DOJUS Agro” has already observed significant benefits from digitalization. According to Renata Narbutaitė-Bujavičienė, the company’s Chief Financial Officer, 99% of expense invoices are now managed digitally. Additionally, approximately 75% of product invoices from major suppliers are received via the EDI system. This has led to a significant reduction in document processing time and errors, resulting in cost savings and improved supplier relationships.
Furthermore, the digital archive has reduced the need for physical storage, freeing up valuable office space and resources.
Lessons learned and future plans
Throughout their digitalization journey, “DOJUS Agro” has gained and shared several important lessons. One of the key takeaways is the importance of engaging stakeholders both internally and externally. By involving everyone in the process and providing the necessary support and training, companies can overcome challenges and ensure a successful transition.
The transformation at “DOJUS Agro” is still ongoing, and the company plans to gradually integrate more of their regular suppliers into the system. Their goal is to have at least 95% of stock purchase invoices processed using “Banqup” solutions.
Looking ahead, “DOJUS Agro” intends to continue refining their processes, exploring new technologies and methods to further optimize operations and improve efficiency.
The experience of “DOJUS Agro” highlights the growing importance of digital solutions in managing business processes. For B2B companies, digitalizing invoice management offers numerous benefits - from increased efficiency and cost savings to improved accuracy and compliance. By carefully planning their digital transformation and addressing challenges head - on, companies can successfully navigate this transition and achieve their long - term goals.