Beechfield Healthcare is a leading Irish supplier of healthcare products and services. They supply products to the HSE, nursing homes and private customers that are designed to make life easier for people with a wide range of healthcare needs.

The Challenge

Cutting down on paperwork and making processes run more efficiently

Beechfield Healthcare had been using a system called FileStream to manage their files and documentation. However, the process it required was quite laborious and time consuming. It involved scanning everything in and saving it to the system, all of which had to be done manually.

Cutting down on paperwork and making processes run more efficiently

Matching Proof of Delivery to Invoices

There was also the ongoing task of manually attaching Proof of Deliveries (PoDs) to their invoices. This was especially important when working with the HSE, where every invoice needs a PoD or it won’t get processed.

Integration with other systems

They also wanted the new system to integrate with their existing delivery partner, DPD, who provided the PoDs, and Intact software, their ERP system. This was to ensure documentation and related approval tasks could flow throughout the business without any bottlenecks.

“Scanning everything in and saving it to the system was a very laborious process. We needed a system that could easily collate and match PoDs to our invoices.”

Gillian Coakley

Accounts and HR Manager, Beechfield Heathcare

Our Solution

TraX automated the PoD process

Previously the team had been scanning some PoDs, while others came through the courier system. TraX transformed this process by synching all of these, automatically pulling the PoDs from DPD or from their scans, matching them to the invoice in the system and then emailing them to the relevant customers and storing them against all linked related documents.

TraX automated the PoD process

Streamlined the Accounts Payable process

Streamlined the Accounts Payable process Impressed with what TraX had achieved on the PoD and document management side, Beechfield Healthcare has recently implemented the TraX Accounts Payable Automation solution and it’s already eliminated the massive pile of paper from the desk. Up to then when invoices came in by email or post they would be printed off and put into Intact (ERP system) with the number written on them. This involved keeping a pile on the desk and going through them all one by one, scanning them in and saving them to their systems. Now there’s no printing involved – all invoices are automatically imported into the TraX Accounts Payable solution. The system links the invoice to the related deliveries and any other related documentation automatically and logs them in the ERP system, Intact iQ, ready for payment. It saves printing, paper filing and scanning and all of their documents are only a click away, readily accessible for the team. It’s made a big difference time-wise.

Integrated easily with other systems

TraX had to be able to link up with their existing systems, including DPD and Intact. As EIS have built numerous native integrations with these solutions, and many more, documents flow easily between the related systems. If any issues occur Beechfield have found the EIS support team very responsive and they are usually back to them the same day.

Easy to get up and running

They found the implementation process with EIS very smooth and straightforward. They did remote training in advance with the EIS training team, which was very helpful and answered all their questions. Once it was set up they were able to start using the system right away and found it to be an intuitive process, especially for anyone with Accounts Payable experience or familiarity with document management solutions.

The Benefits

Saves time, money and hassle TraX has saved Beechfield Healthcare a huge amount of time. It has cut down on paper and printing costs and saved them the hassle of manually handling and scanning and linking related documents.

“Between both systems, EIS has easily saved us a few days a week and even saved us having to hire another staff member.”

Gillian Coakley, Accounts and HR Manager

Puts the information they need at their fingertips TraX has revolutionised the way they handle and keep track of PoDs and invoices. No more manually logging PoDs or searching through emails to locate invoices. With TraX everything is seamless and instantly accessible and they can view the documents they need when they need them.

“TraX is now so vital to our business, I can’t imagine working without it.”

Gillian Coakley, Accounts and HR Manager

The team at Beechfield Heathcare are very impressed with the time and cost savings and the increased efficiency EIS has delivered for their business and would definitely recommend the TraX solution to other businesses.

It’s an excellent system. If you aren’t already using a document management or accounts payable automation system, I would highly recommend it.

Trevor Flanagan

Managing Director, Beechfield Heathcare

We take care of your documents, so you can take care of business

Enterprise Imaging Systems (EIS) are the information management experts. Our electronic document management, scanning and accounts payable automation solutions make fast work of paperwork and make accounting a breeze, freeing you and your team up to focus on business growth.