NES Rentals, leading US-based equipment rental
company and number one provider of aerial lifts,
streamlines accounts payable processes with the help
of Recall’s digital Document Management Solutions
Challenge:
NES Rentals was receiving over 15,000 vendor invoices from its 82 branches on
a monthly basis. Upon receiving the invoices, a cumbersome, manual process
ensued, beginning with a “Received” date stamp on each invoice, followed by
a sorting of all invoices by branch, then keying, indexing, error reconciliation,
faxing, onsite fi ling and, fi nally, submission for payment. Often, errors made
during the keying process led to retracing of prior steps and, eventually, reentry.
Later the invoices were removed from the onsite fi les, placed into boxes
and stored at an offsite location.
Not surprisingly, the audit trail for this process was both dif fi cult and cumbersome,
and the group responsible for payments was working on a standard
two-week backlog, a hindrance to the ef fi ciency of the company’s Accounts
Payable (AP) specialists and early payment discounts.
NES Rentals realized it needed a streamlined process to effectively manage its
accounts payable and eliminate the inef fi ciencies caused by paper invoicing.
After an extensive vendor search, NES Rentals chose to partner with Recall, the
global leader in information management.
The Recall Solution:
Recall’s proven methodology for automated AP processing worked wonders for
NES Rentals. By efficiently digitizing and indexing the company’s invoices within
72 hours of receipt, NES Rentals saves the time and manpower required to manage
the process manually. Through work fl ow rules and three-way matching, NES
Rentals sees a near 70% rate of fi rst time passes of all invoices directly to the
Enterprise and multiple manual reviews.
Resource Plan (ERP) system for payment, requiring no human intervention. The remaining invoices are electronically routed to assigned approvers who have preauthorized access to ReView. Once approved, at the touch of a button, NES Rentals’ invoices are routed back to the ERP, which is integrated with ReView, to await payment.
Recall’s AP Solution has provided NES Rentals a new level of access, control, and visibility - in short, a one-stop resource for the management of all NES Rentals invoice management needs.
Results:
NES Rentals has a well-de fined integrated work flow process using the application in conjunction with Recall’s back office processing services.All of NES Rentals invoices flow seamlessly through the ReView workflow to their ERP system:
- NES Rentals was able to reduce its AP specialists from 11 to 7
- Nearly 70% of all invoices flow through the ReView workflow without an human intervention.
- The annual outside audit, previously requiring multiple employees and auditors across multiple locations, is now completed more efficiently through ReView, saving a significant amount of both internal and billable hours
- Considerable portions of non-value-added work have been eliminated
“As a manager with more than 20 years of Accounts
Payable experience looking for ways to keep cost down
and to continue strong controls, I have found Recall to
offer a good value with high returns…The partnership
between Recall and NES Rentals has built a strong
foundation for future growth.”
John Christiansen
Shared Services Manager, NES Rentals
Download PDF
