Invoice processing
digitalised successfully
The customer
Mosdorfer GmbH is an international industrial company and part of the Knill Group. Considering the rapid growth of digitalisation, the company has set itself the goal of making its internal processes future-proof. In future, incoming invoices are to be processed and approved digitally. The concept required for this was developed jointly by xalax and IT partner d.velop.
At a glance
Mosdorfer has teamed up with xalax and IT partner d.velop to create a customised and efficient platform for the digital processing of incoming invoices.
- 12,000 incoming invoices are processed automatically every year
- Direct integration into Microsoft Dynamics 365 F&O
- Significant reduction in processing time
- Audit-proof documents, including storage in the document management system
The initial situation
Before the project began, Mosdorfer processed around 12,000 incoming invoices per year using manual and time-consuming processes. The invoices were in paper form and had to be physically transported between the locations in Austria and Slovakia in order to obtain all the necessary signatures. This resulted in an inefficient, error-prone process with significant delays.
3,000 kilometres per year
were travelled by the documents during multiple transport between locations.
4 to 6 days delay
on average due to the signature process and final processing of invoices.
High administrative costs
due to tracking missing documents and signatures impaired employee efficiency.
The digital solution
With the ‘Digital Invoice Processing’ solution from d.velop and the expert knowledge of xalax, a fully digital process has been introduced. Incoming invoices are now recorded directly in the d.velop system and processed digitally. The entire approval process takes place via a user-friendly platform that automates the workflow and creates transparency. All invoices are stored in SharePoint in an audit-proof manner, ensuring complete traceability. In addition, the data is transferred to the existing Microsoft Dynamics 365 F&O ERP system.
The feedback
‘Digitising the invoice approval process has not only saved us time and resources, but also ensures error-free and fast processing. Our employees benefit every day from the platform's ease of use.’
Andreas Fandl, Head of Finance & IT at Mosdorfer
The challenges
The biggest challenge in introducing digital invoice processing was switching from a paper-based system that had been in place for decades. The transition to digital processes required not only technical adjustments, but also changes in working habits. To ensure smooth implementation, it was important to train all employees and clearly communicate the benefits of digitisation.
In addition, the cross-location integration of processes between Austria and Slovakia posed a particular challenge. The goal was seamless communication and collaboration, with all information available in real time – to avoid delays and misunderstandings and to increase efficiency.
The success
The results speak for themselves: time expenditure and error rates have been significantly reduced. The processing time for invoices has fallen from several days to just a few hours. Thanks to the digital solution, invoices are now processed quickly and independently of location. Paper consumption has also been greatly reduced – an important contribution to sustainability.
Another success: with the ‘user trains user’ method, employees support each other across departments. This reduces training costs and increases acceptance within the company.
The feedback
‘Thanks to the new solution, we can check and approve invoices faster. The intuitive user interface saves us a lot of time every day and ensures that no invoices get lost.’
Andreas Fandl, Head of Finance & IT at Mosdorfer
Looking ahead
The ‘Digital Invoice Processing’ project is a milestone in Mosdorfer's digitalisation strategy and demonstrates how traditional processes can be modernised through innovative technologies and strong partnerships. The solution is currently being rolled out to three other companies in the group in order to further leverage its benefits. Digitalisation is also advancing in other areas, such as the digital sales file, which is another best practice.
Mosdorfer, xalax and d.velop will continue to work together on digital solutions in the future to further increase the company's efficiency and competitiveness.
Conclusion
The successful digitisation of the incoming invoice process at Mosdorfer is a prime example of the advantages of digitisation and collaboration. With xalax and d.velop at its side, Mosdorfer has taken an important step towards the future and demonstrated that digital transformation can be achieved smoothly with the right vision and the right partners.
