Glenpatrick Spring Water is an Irish market-leading beverage company that supplies bottled, still, carbonated and flavoured water, and other beverages to customers across Ireland and the UK. They have 350 employees and deal with over 100 suppliers with the plant operating 24-7.

The Challenge

Before EIS got on board in March 2022 Glenpatrick Spring Water was completely reliant on paper-based systems and was struggling with the many limitations of this. They were scanning and storing most of their documents on their server, while paper-based accounts payable documents took up a lot of space in filing cabinets.

They were working with a huge amount of documents from suppliers on a daily basis, including PoDs, receipts, invoices and documents that needed sign off and these were becoming increasingly hard to manage. They were having problems getting everything signed off on time, documents were getting lost and it was becoming more and more difficult to keep track of everything.

They believed that by investing in an electronic document management system they could improve their processes, become more efficient and make the approvals process more transparent and seamless.

The team at EIS were a great help during the implementation process. They gave useful advice and were quick to answer any questions that arose. After the initial implementation process, it was soon running seamlessly

Jack O’Callaghan, Systems Accountant

Glenpatrick Spring Water

Our Solution

Struggling with paperwork is now a thing of the past

With TraX they were able to eliminate all the paper-based aspects of their finance process and integrate it with Insight, their finance system so now the information is feeding both ways through both systems. TraX has significantly reduced the workload for their accounts payable team. When they first implemented the system they had two people working full time in accounts payable just to handle all the paperwork and approvals. Now they’re just using one person full-time and another person part-time, which frees up the team to focus on more value-adding activities instead of the mundane tasks of approval chasing and paperwork management. Glenpatrick now no longer use paper-based files as all incoming invoices and their related documents are fully digitised and automated.

Struggling with paperwork is now a thing of the past

Implementation was smooth and easy

The implementation process was smooth and the training they received made it easy to get up and running on the system. The team found the interface simple to navigate and instantly saw the value of switching to an electronic document management system. Time saved was the immediate benefit.

Increased efficiencies & improved ways of working

The EIS team helped Glenpatrick pinpoint ways to improve their overall accounts payable and document management processes. Initially, they were just replicating paper processes electronically, doing things the way they had always done them on the old system but, with the help of the EIS team, they realised that there were other, more efficient ways of doing things with TraX and they began to explore its full potential. For example, previously whenever someone ordered something the invoice would be sent directly to them for approval instead of to the Accounts Payable Team, but now all invoices are routed directly to the Accounts Payable team who use the system to facilitate issuing each one out to the relevant person. This dramatically simplifies and speeds up the entire process and gives the Accounts Payable team greater transparency and complete visibility of the entire payment process so they can see where everything is at.

Timely sign-off means invoices can be paid on time, which improves relationships with suppliers

Dealing with hundreds of suppliers, getting their invoices signed off and paid on time was a major priority. TraX made this whole process much smoother. Previously paper based documents could easily get mis-laid, which impacted payments schedules. Now this doesn’t happen – the team can see exactly when the invoice is due and if it’s not signed off they can auto notify the relevant person to get it approved, which makes life a lot easier.

Future Plans

Implementing TraX in other areas in the organisation

Impressed by the increased efficiency and productivity TraX has achieved for the finance side of the business, they are now looking at how they can use it to digitise and store other documents across the organisation, like quality documents for the manufacturing process, and they are confident that it will greatly improve the management of these documents too.

Overall, the increased efficiency TraX has delivered has saved us the work of one person, who has now been freed up to focus on more value-added activity.

Jack O’Callaghan, Systems Accountant

Glenpatrick Spring Water

I would have no hesitation in recommending EIS TraX to other organisations in the industry. There’s nothing to lose and everything to gain.

Jack O’Callaghan, Systems Accountant

Glenpatrick Spring Water

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.