Simplifying Document Management and Invoice Processing

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MOTAT - Ferret AP Approval Case Study

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MOTAT is New Zealand's largest transport, technology and social history museum and process around 600 accounts payable invoices per month. Ferret’s Accounts Payable Approvals System was implemented instantly and fully replaced our invoice tracking process after only one month. Additional training wasn’t an issue as Ferret’s system has a self-explanatory user interface.

Accounts Payable Approvals Process before Ferret.

MOTAT is New Zealand's largest transport, technology, and social history museum, and process around 600 Accounts Payable Invoices per month. Prior to using Ferret Software for our Accounts Payable Approvals Process we were photocopying all Invoices before sending the original to Approvers for signing and coding. Once approved, we would replace the photocopied invoice with the signed original and discard the photocopy.
The problems with our Paper Accounts Payable Process were:

Paper wastage of approximately 600 photocopied Accounts Payable Invoices per month.
In-order to review or query the details of the invoice, we had to manually retrieve it from our paper filing system.

Implementation

Ferret’s Accounts Payable Approvals System was implemented instantly and fully replaced our invoice tracking process after only one month. Additional training wasn’t an issue as Ferret’s system has a self-explanatory user interface.

Accounts Payabe Approvals Process with Ferret.

With our new system, all invoices are bar-coded, referenced into Ferret’s System and scanned in bulk using our existing scanning machine. We then have all invoices available as PDF images, fully indexed by creditor, and available to our whole team which means we no longer need to make photocopy backups. Same as before, the original invoices are sent to Approvers for signing and coding. Once approved, we re-scan the invoices in bulk and the signed originals automatically replace the previous invoice image inside Ferret Software. Ferret it set up to track our approvals process and each invoice is updated to “Fully processed” which is outstanding because unpaid and unapproved invoices are easily tracked.

Benefits

Eliminated Paper Wastage of approximately 600 invoices per month
All Invoices are stored electronically meaning they can be queried instantly
Easily share Accounts Payable duties with other staff members as they are not restrained by being in different offices or not having access to the AP invoice files.

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Our Customers

Waiotahi

“I processed 30 Invoices within 5 minutes on my first day using Ferret AP Automation”

Rochelle – Waiotahi Contractors.
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Carr and Haslam Limited

"We are very happy with Ferret, no issues, find everything we want and its easy. We like it, love it and it does a great job."

Chris Carr
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User Story - Managing Export Shipping Documentation at Tenon

Manufacturing Giant Tenon manage over 5000 new Export Shipping Paper Documents each month. They were looking for a way to streamline this business process and found that Ferret Document Management System was a great fit.

View the video on YouTube - click here
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Southern Cross

“Today, we’ve halved the processing time per invoice and expect this to reduce further as we refine the import process and expand its use across other processes.”

Dreeson Andrew, Financial Controller at Southern Cross Health Society (Auckland, NZ)
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Southern Cross

“Today, we’ve halved the processing time per invoice and expect this to reduce further as we refine the import process and expand its use across other processes.”

Dreeson Andrew, Financial Controller at Southern Cross Health Society (Auckland, NZ)
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Tenon

“Ferret Software is user friendly and simple, implementation is completed without huge time effort, and the support team are always readily available to support with full knowledge in the product.”

IT Manager Tenon Manufacturing Ltd.
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Tenon

“Ferret Software is user friendly and simple, implementation is completed without huge time effort, and the support team are always readily available to support with full knowledge in the product.”

IT Manager Tenon Manufacturing Ltd.
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Whittaker’s

Our factory generates a lot of paper records every day and traceability is very important to us. Ferret has enabled us to store all our files in a systematic order and we are able to access records whenever we want them.
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Webbline Agriculture Ltd

“Ferret AP Approvals System achieved our goal to be as efficient as possible in the Admin area. As Ferret has a sync the two systems are able to talk to each other. If an Auto.I.T EQUIP user is finding they have a bottleneck in their AP process I would recommend that they look…
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John Rae Insurance

"It's been a great way to store documentation electronically in a systematic and orderly manner. We like the way you can link accounts, input notes and search for clients and documents."
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Fish & Game

“Ferret totally improved our ability to get our hands on information, saves us a lot of time, and we just love it. It’s easy to operate, Brilliant!"

Cheryl Mason - Fish & Game Southland
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Austagencies

"We recognised the opportunity to deploy a system that allows us to centralise all of our communication and rating notes in a structured and controlled manner that has close integration to our core underwriting platform."
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Real Landlord Insurance

As a boutique insurance brokerage, space is limited in our office and having everyone being able to access information became imperative as our team grows. Investing in the Ferret Software has given us a lunch room and so much more…
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Secret Ballot: Staff Vote Ferret As Best Thing To Happen In 2012

Staff unanimously voted the implementation of Ferret Software as the best thing to happen in 2012. Each year Matt Jensen Insurance hold a secret ballot where all staff rank the top things that happened during the year. Included in the list are business changes (good or bad)…
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Baileys Insurance

Auckland based company, Baileys Insurance, had all 13 staff members up and running on Ferret Document Management System in only one day. The bulk scanning process was described as “a piece of cake” and they have not needed to refer to paper documents since the install.… Read more
Colliers Save Time with Ferret Document Management System

“Once our staff changed their mind-set and realised that paper was no longer required, the Ferret system become liberating. We just wish we had installed it five years ago!”
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Hurford Parker

Ferret Software spoke to Hurford Parker Insurance in Hastings about how implementing Ferret Document Management System improved their bottom-line. They initially purchased Ferret to improve their overall system and processes and to improve the delivery of insurance broking…
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FMR Risk

The February 2011 Christchurch Earthquake proved to be New Zealand's deadliest peacetime disaster. Ferret Software interviewed insurance broker customer, FMR Risk about the effects of the Earthquakes on their business, and the role of Ferret Document Management Software.
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HEB Construction Ltd

"The invoices are quicker in reaching the Project Mangers. We are able to be aware sooner if an invoice has been charged to the wrong Job. If I need an invoice returned promptly, it is only a matter of contacting the Project Manager and is a lot quicker than having it signed…
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Wallace Corporation

We use ScanWatcher to scan all Accounts Payable invoices and shipping documentation, and link them to our ERP system. Users now get access to these documents electronically and no longer have to search through paper based filing systems meaning they spend less time searching…
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ACM Ahlers Insurance Professionals

"What is most impressive for me in terms of the Ferret software it the ease of coding and storage of documents from the variety of platforms we use. Then of course it is equally important to be able to “find” what you need when you need it. Ferret has over the last few years…
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Easdale Surveyors

"One great feature is the ability to save emails to jobs. E-mail correspondence is huge for each surveying job and with Ferret the organization of these is simple and jobs are separate"
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Port of Tauranga

"We have used Ferret's ScanWatcher software for over 5 years and find it fantastic. It makes the scanning of documentation a breeze and interfaces really easily with our other systems."
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Airey Consultants Ltd.

"All relevant e-mails are now saved to each job or client directly from each staff’s Outlook, along with electronic scans of all paper documents and any other electronic document such as Word, Excel, and PDF. Essentially staff are able to find any document they need, when they…
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MOTAT - Ferret AP Approval Case Study

MOTAT is New Zealand's largest transport, technology and social history museum and process around 600 accounts payable invoices per month. Ferret’s Accounts Payable Approvals System was implemented instantly and fully replaced our invoice tracking process after only one month.…
Read more
Star Underwriting Agents

Star Underwriting Agents is New Zealand’s largest and leading specialist Motorcycle insurance agency, insuring the largest number of motorcycles in New Zealand and continuing to grow. Using Ferret Software as our centralized electronic document archiving system we are able to…
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