DocuWare > Case Studies > Carubba Collision Streamlines Accounting Processes with DocuWare

Carubba Collision Streamlines Accounting Processes with DocuWare

Customer Company Size

Mid-size Company

Region

America

Country

United States

Product

DocuWare
QuickBooks
Outlook
PSIcapture

Tech Stack

Workflow Automation
Document Management
Email Integration

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Productivity Improvements
Cost Savings
Customer Satisfaction

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration
Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Automotive

Services

System Integration
Training

About The Customer

Carubba Collision is the largest body shop conglomerate in upstate New York. The company was established in 1955 and is dedicated to assisting customers with insurance claims and restoring their vehicles to pre-accident condition. Carubba Collision has been in a high growth phase, opening 4-6 new locations a year. To manage this growth, the company's CFO, Sean Penner, reviewed DocuWare’s functionality to determine which features could best be used by Carubba.

The Challenge

Carubba Collision, a body shop conglomerate in upstate New York, was experiencing a high growth phase, opening 4-6 new locations a year. This rapid expansion posed a challenge for the company's accounting department, which was struggling to manage the increasing volume of invoices and other financial documents. The company was using PSIcapture to transfer invoices into QuickBooks for processing, but the management team felt that a tighter integration between platforms could be achieved by implementing DocuWare’s workflow automation capabilities.

The Solution

Carubba Collision decided to implement DocuWare's workflow automation capabilities to streamline its accounting processes. The company integrated DocuWare with QuickBooks and Outlook, enabling accounting staff to easily send, receive, and upload documents via email. The company also implemented an 'Invoice Look Up' button in QuickBooks, which takes accounting staff directly to the required invoice in DocuWare. All employees received hands-on training on the use of DocuWare, which helped to increase employee buy-in and improve the efficiency of the accounting department.

Operational Impact

The accounting staff was thrilled with the new work process because it eliminated tedious tasks like filing paper documents.
They can now research a question with a quick search in the electronic file cabinets and respond to customers or colleagues immediately, improving customer service.
Today, while the bulk of Carubba’s invoices still arrive in paper form, they are now scanned, automatically indexed and filed electronically – there are no more physical filing cabinets.
By giving management an audit tool to review and verify that an invoice has been processed correctly, DocuWare has improved both accuracy and employee accountability.

Quantitative Benefit

Eliminated a couple of hours per employee per week by getting rid of manual, paper processes.
Able to add more stores and grow the business without adding operational costs such as more staff in accounting.