Customer Company Size
Large Corporate
Region
- America
Country
- United States
Product
- DocuWare
Tech Stack
- Intelligent Indexing
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Productivity Improvements
- Digital Expertise
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries
- Healthcare & Hospitals
Services
- Software Design & Engineering Services
About The Customer
Smile Train is the world’s largest cleft-focused organization, with a sustainable and local model of supporting surgery and other forms of essential care. Over the last 20+ years, they have supported safe and quality cleft care for 1.5+ million children, and they will continue to do so until every child in need with a cleft has access to the care they deserve. To carry out its operations, Smile Train works with a multitude of vendors to purchase everything from brochures and t-shirts to software and IT infrastructure support.
The Challenge
Smile Train, a non-profit organization that provides support for children with cleft lips and palates, was facing challenges with its paper-based invoicing system. The manual process was slow and inefficient, making it difficult for the organization to ensure that invoices were paid on time. This was crucial for Smile Train as it works with a multitude of vendors to purchase everything from brochures and t-shirts to software and IT infrastructure support. The organization needed a solution that would improve communication, efficiency, and accuracy in its financial operations.
The Solution
Smile Train implemented DocuWare, a digital platform that supplements its accounting platform to process invoices and other financial documents like vendor agreements and contracts electronically. The platform digitized the workflow, improving communications, efficiency, and accuracy. DocuWare also provides an audit trail of approvals and allows staff to track the workflow of an invoice at any given moment. This frees up the Finance team to focus on AP cycles as well as their other tasks and projects. Smile Train also uses Intelligent Indexing to speed up invoice processing. Users can drop all invoices into a folder on their desktop, and they will be automatically loaded into DocuWare. The system then indexes most of the fields necessary for invoice approval, shortening processing time.
Operational Impact
Quantitative Benefit
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