Maximum efficiency in document processing
Thanks to Insiders, Schäfer Shop and Schäfer Werke relieve their employees through high automation rates. With smart INVOICE and smart ORDER, the two Schaefer family businesses optimize processes for order entry and invoice processing of all incoming documents and significantly increase efficiency in document processing.
Every day, countless incoming documents and records arrive via a wide range of channels and have to be processed quickly and efficiently – two Schaefer family businesses are now mastering this everyday challenge with a universal platform for intelligent process automation, of course made by Insiders.
The companies Schäfer Werke GmbH and Schäfer Shop GmbH operate independently worldwide in diversified business areas. Schäfer Werke is a leading steel processing company with state-of-the-art production sites in Germany and the Czech Republic. Schäfer Shop, on the other hand, offers its customers in nine countries high-quality furniture and complete equipment for offices, warehouses and factories. In order to exploit synergy effects, the two companies work closely together.
When the joint IT team of Schäfer Shop and Schäfer Werke was looking for a universally applicable platform that could potentially solve all document management challenges, they quickly found what they were looking for in the AI-based Insiders products smart INVOICE and smart ORDER as the optimal basis for all Cognitive Process Automation tasks.
„We feel very well equipped with the Insiders Technologies product range: it gives us excellent solutions in both purchase-to-pay and order management – the best of both worlds, so to speak,“
— explains Patrick Schuster, Solution Architect Digital Process Integration at Schäfer Shop Group GmbH & Co.KG. „So far, we haven’t reached the limits of the platform and don’t expect to.“
Today, for the entire incoming mail of Schäfer Shop in Germany and Switzerland – across all channels such as e‑mails, fax and paper – the smart components of Insiders recognize the kind of business transaction for each case and route the incident accordingly. The approximately 150,000 orders per year are processed directly with smart ORDER. Around 250,000 incoming invoices per year are read out in detail by smart INVOICE, validated and, if necessary, forwarded to the release workflow or dark processing. Another 120,000 or so documents, which are distributed among around 20 other document classes, are also processed in a dedicated manner.
Similarly, incoming invoice management for around 80,000 invoices per year was implemented for Schäfer Werke in both Germany and the Czech Republic. Enthused by the possibilities, Schäfer Werke also started digitizing technical documents. Every year, the company receives around 40,000 works and material inspection certificates from its suppliers. These also have to be fundamentally validated and assigned – a process that is now largely automated thanks to the universal capabilities of the Insiders platform for Cognitive Process Automation.
And this success story does not end there: Schäfer IT is currently planning the introduction of complete incoming mail processing in Austria as well. And in the future, it will also be possible to automate the processing of other document classes in both the commercial and technical areas using the Insiders platform.