Over the course of five decades, Alpin Haus grew into an outdoor recreation powerhouse.

There are now five strategic store locations operating out of Amsterdam, Port Jervis,
Saratoga, and Clifton Park, NY — each featuring a full-line of RVs, snowmobiles, skis,
boats, pools, and spas.

The Challenge

Keeping up with the volume of incoming Accounts Payable documents

Alpin Haus sells a lot of outdoor recreation items. With that comes paper, lots of it. The accounts payable team struggled keeping up with filing the looming inbox of paper invoices from all the various Alpin Haus vendors. The team filed documents by manually inputting invoice header information (vendor, date, amount, invoice number, etc.) from each invoice. This monotonous and costly process needed a more streamlined approach.

The Solution

Automate using advanced capture, document management system (DMS), and desktop scanners

Alpin Haus was convinced going paperless was the solution and turned to the experts at eBizDocs for guidance. eBizDocs recommended automation. The new process starts with feeding paper invoices into a desktop scanner and creating a high-quality digital document. Next, advanced capture automatically identifies the vendor and extracts data from the document. Finally, extracted data gets applied when naming and correctly filing documents into the document management system. The entire process is automated and manual data entry is no longer required. Advanced capture is quickly and easily “trained” by the Alpin Haus team to accommodate new vendor invoices. All documents are in the proper vendor folder and indexed using the exact fields Alpin Haus needs for quick and simple retrieval.

The Result

The inbox mountain is gone

The Alpin Haus team can now keep up with their heavy stream of incoming paperwork, and have safe, secure, anytime access when needed. Alpin Haus also has a broader view of what payments are due, allowing them to take advantage of prompt pay discounts from their vendors. More so, the automated accounts payable process eliminates losing documents and indexing errors. The Alpin Haus team drastically reduced invoice processing costs, while increasing staff productivity. Because the solution ensures consistent and accurate filing, future document retrieval is quick and easy for ongoing improved efficiency.

Contact eBizDocs to learn how a paperless document management solution can benefit your organization.