Customer voice MOUNTAINMAN

High volume of documents

“As an event agency our document volume fluctuates a lot — of our roughly 1,500 documents a year, most arrive around our events. Sometimes we had to search for paperwork later or request it again.

We also prepared our budget calculation manually in Excel, which was extremely laborious and not scalable. On top of that we are a very fast-growing company, so the number of documents around events went through the roof.

There came a point when we faced a choice: buy more tables to store invoices, or start digitising.”

Solution

Scaling with GetMyInvoices “From my point of view GetMyInvoices is the only solution that can handle a scalable document volume. We can absorb the peaks around our events and cut document-management work by 80%. That is mainly thanks to automatically downloading invoices from portals, which is how we receive most of them. Above all we can run accounting at the event venues fully digitally. The scan app is a big help for digitising purchase receipts immediately. We also use the banking module to automatically match invoices with bank transactions and document that our accounts are complete. Our tax adviser posts the documents and each month receives the exports from GetMyInvoices plus an automatically created Excel file with qualified document data such as amount and date. Via document tagging that spreadsheet also includes cost centres, so we now more or less automatically have our cost-centre reporting at project level. Overall we now need only half a day a week for document management. Without GetMyInvoices, with our significantly higher volume we would estimate three employees would be busy during event periods.”

Our tip for entrepreneurs

“Before entrepreneurs start a digital transformation journey they should define and systematise their processes. Only then should they look at whether and how they can digitise them.”