In this Acceleration Case Study, learn how the Elaine Ellis Center of Health (EECH), a non-profit health center, made improvements to its accounting processes and document management. Because employees had to manually approve invoices and enter data, the non-profit needed a solution that would enable them to manage these processes digitally. Read how EECH overcame these challenges by implementing OCR software with the help of PaperSave.
Business Challenge – Finding a Better Way to Manage Documents
The Elaine Ellis Center of Health (EECH) is a non-profit health center. It hosts locations in College Park, Maryland, and Washington, DC. One of their main goals is to offer affordable healthcare services for people living in public housing, even if they don’t have the available resources.
The accounting department at EECH includes three employees that handle all of the books for each facility. The organization used Financial Edge, but the employees still had to do most invoice approval and data entered manually. EECH needed to find a way to become more digital, as they reached out to Blackbaud to find any suggestions.
Before installing new software, the document approval process was often tedious. Many invoices were misplaced during the filing process. Additionally, audits took a long time to complete. Employees had to physically visit the office and search for papers. It often took one or two days to find the necessary paperwork. Even after getting approval, they had to file paperwork by hand. Because of this, documents were often misfiled or lost, making it more complicated and time-consuming to process audits.
Software Solution – Accounting Department Improvements with PaperSave
EECH decided to partner with PaperSave to help meet the needs of their accounting department. The team at PaperSave trained the accounting employees via Skype. They did this by taking control of their computers remotely to help them fully understand the benefits of using this software. According to the employees at EECH, working with PaperSave exceeded their expectations and the entire process was much easier than expected.
Invoices received by a clerk are now immediately scanned into the system before being sent for an initial review.
The optical character recognition (OCR) software automatically reads the information while uploading it to the general ledger before transferring it to Financial Edge. Before sending it back to accounting for payment, the CEO at EECH will review the file and include any comments.
This process is much easier than the previous method. Performing audits will be a lot more straightforward. This is due to the ability to quickly access invoices and send them to auditors without the need for printing additional copies. The PaperSave app also makes it easier to handle document management without being at a desktop computer. This app empowers employees to work by using their phones, which is highly convenient and saves time. Now it’s possible to review an invoice from a mobile device without being at a computer.
The Results – Increased Accounting Efficiency & Productivity
Implementing PaperSave made a significant impact on employees working at EECH. Due to the efficiency of the software, workers have a lot more time to accomplish other tasks.
Invoices used to take at least a week to process. Now they can take up to a day at the most. Ultimately, by making their jobs more accessible, it helps to boost productivity for each employee.
Since the software offers a wide range of capabilities, the company will also begin to use PaperSave in other ways. One plan is to start using PaperSave for scanning and attaching documentation for journals, bank statements, and payroll records. After just a month of using the software, EECH has been delighted with the outcome. They are looking towards even more significant results.
PaperSave makes it possible for employees to access reviews while sending and approving documents around the clock from nearly any location by using their smartphones. The quicker approval process allows them to work more efficiently. They no longer have to worry about misfiling documents inside file cabinets. An increase in staff productivity also helps to improve record management. Choosing to implement PaperSave was an excellent choice for EECH.