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Making data work for your business

Leading Document, Information Management and Accounts Payable Automation Solutions from Enterprise Imaging Systems

PRODUCT PORTFOLIO

TraX Foundation

Game-changing information & document management system

TraX Accounts Payable Automation

Digitise your accounts payable process with our trusted solution

TraX Workflow

Automate your document approvals process with ease

TraX Connect

Integration APIs for seamless connectivity to your ERP/Accounts system

TraX Web Portal

24-7 secure document access for customers or 3rd parties

TraX Document Delivery

Auto collate all supporting documents associated with a transaction

TraX Customise

Looking for a tailored document management solution? We can help!

TraX Mobile

Manage and approve documents on the go

Case Study

MJ Flood

How Enterprise Imaging Systems (EIS) saved MJ Flood
from drowning in a sea of paper

Company Overview

MJ Flood is Ireland’s largest indigenous supplier of Managed Print Services, Digital Technology and Security Systems. They help companies to manage their printing devices to control operating costs and improve operations.

The Challenge

Accessing the right paperwork at the right time

MJ Flood were dealing with a large amount of paperwork, with presses upon presses of files, and were getting bogged down by the weight of all this paper. Laying their hands on the right document at the right time was becoming a bit of a nightmare.

Accessing the right paperwork at the right time

MJ Flood were dealing with a large amount of paperwork, with presses upon presses of files, and were getting bogged down by the weight of all this paper. Laying their hands on the right document at the right time was becoming a bit of a nightmare.

Making document sign-off more efficient

For the accounts payable function many documents required multiple signatures so people had to track colleagues down to get documents signed off. When dealing with contracts, the sales reps, who were based all around the country, had to ring up Head Office to get copies of these contracts, which was also causing delays and taking up a lot of unnecessary administration time.

A broad-reaching system to meet their specific requirements

These issues prompted MJ Flood to search for an electronic document management solution. They reviewed numerous systems, but none of the options were as powerful as EIS TraX and didn’t offer as much scope to fully satisfy their requirements. They had specific things they needed the system to accommodate, like managing documentation around projects and correspondence with suppliers and customers, and the other options they reviewed simply couldn’t do it, whereas the EIS TraX solution could comprehensively deliver this.

The team at Enterprise Imaging Systems very quickly understood what we needed and could either facilitate it or offer suggestions on how to improve operations using the TraX solution.

Tara Moran, Finance Manager
MJ Flood

Our Solution

Digitised documents for quick and easy access

MJ Flood had thousands upon thousands of documents that needed to be retrospectively digitised, so one of the biggest tasks was getting all of this existing paperwork into the system – this involved scanning and manually indexing everything. TraX enabled them to rapidly scan all these documents in so they could be stored and accessed electronically. Now that they have a solution that includes all of their historic paperwork, the team at MJ Flood agree that this task was well worth the effort.

Digitised documents for quick and easy access

MJ Flood had thousands upon thousands of documents that needed to be retrospectively digitised, so one of the biggest tasks was getting all of this existing paperwork into the system – this involved scanning and manually indexing everything. TraX enabled them to rapidly scan all these documents in so they could be stored and accessed electronically. Now that they have a solution that includes all of their historic paperwork, the team at MJ Flood agree that this task was well worth the effort.

Enabled remote access

Invoice approvals are also now no longer a tedious process, as employees working outside the office can access the documents and related role-based tasks they need instantly on the go, saving everyone a whole lot of time and hassle and making business operations flow much more smoothly.

A smooth implementation process

The expertise and knowledge of the EIS implementation team ensured that the implementation process ran smoothly and their staff found it easy to get up and running on the system. During the implementation the team also asked for a few bespoke reports to be created for them and for some changes to be made to the database. EIS were very responsive and accommodated these requests with ease.

Seamless documentation flow between systems

TraX also facilitates the flow of sales and purchase orders directly into the accounts system. This makes the process more efficient and the accounts team can work from within the accounts system to access all of the documents stored in the TraX system – this just makes it much simpler for them to find everything they need quickly and easily.

The Benefits

  • Documents are now easily accessible from anywhere
    With one main head office and 8 regional offices all around the country, the most obvious and immediate benefit of putting the EIS TraX Document Management System in place was making documents accessible to people wherever and whenever they need them. Now reps no longer have to go through Head Office to get their hands on the documents they need. This saves the people in the office endless wasted hours tracking down documents and frees them up to focus on more important tasks.
  • They have future-proofed their business
    For MJ Flood, Covid really highlighted the importance of having your documents digitised and easily accessible – if you have paper files in the office, not everyone on your team has ready access to them and if you need to find or query a document it can not only be a tedious task, but you might not even find it. A paper-based system is just no longer feasible for scaling businesses working with remote/hybrid teams.

The main benefit was accessibility – giving reps ownership and visibility of their contracts so the back office didn’t have to get involved

MArk Phillips, Group CFO
MJ Flood

Putting an electronic document management system like TraX in place is the way forward – the world has moved on

Tara Moran, Finance Manager
MJ Flood

Future Plans

MJ Flood are very impressed with the increased efficiency TraX’s Document Management System and Workflow module has delivered for them, so much so that they have plans in the pipeline to move their Accounts Payable Automation processes to TraX too. They are in the process of implementing a new ERP system for the rest of the group and will be integrating this with TraX so they are looking forward to benefiting from this increased efficiency across their organisation. They would highly recommend TRAX and EIS to any other companies looking for an end-to-end robust document management solution.

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.

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