Moy Materials are a leading supplier of high performance rooftop waterproofing systems. With bases in the UK, Ireland and Germany their innovative, long-lasting waterproofing solutions and unparalleled technical support has earned MOY a raft of high profile clients across the globe and places them at the forefront of this dynamic and competitive industry.

The Challenge

Paperwork Overload

Working at Moy Materials for the last 20 years Sinead knew all to well the pain of finding, managing and filing reams of paperwork. A significant proportion of the warehouse was dedicated to rows of filing cabinets so there was significant manual labour involved in managing this system not to speak of the cost of the storage space and risk of files getting lost, being damaged etc. In situ now for 40 years Moy Materials as a business was going from strength to strength expanding its reach globally, however with growth comes more paperwork and related administrative duties piled onto the team. Even though the team was used to operating a certain way, a paper-based way, they knew that they needed to seek out a more efficient, automated, streamlined process to manage their documents and accounts payable digitally.

Paperwork Overload

The before picture was reams and reams of paper and filing and printing and then shredding. The amount of storage boxes that we have here was becoming untenable. The process needed to be completely overhauled.

Sinéad Condren, Office Manager

Moy Materials Ltd.

After spending some time seeing TraX in operation at another company I was blown away. Seeing it operate in a real-world scenario and hearing the excellent feedback from other customers gave us all the reassurance we needed.

Sinéad Condren, Office Manager

Moy Materials Ltd.

The visibility and impact on our customer service has been fantastic. When somebody rings looking for a copy of an invoice or a delivery note you don’t need to put the phone down and go off searching for the files. It’s all there, linked, immediately accessible and we can view the full transaction history at the touch of a button. Making information readily accessible is a key benefit.

Sinéad Condren, Office Manager

Moy Materials Ltd.

The Solution

Enter Enterprise Imaging Systems (EIS) and their TraX solution. Sinead visited and spoke to other companies using TraX and after this period of research, the team at Moy Materials felt confident that EIS’ rich expertise in the area and the depth of functionality their TraX range of solutions offered would vastly improve operations.

‘After spending some time seeing TraX in operation at another company I was blown away. Seeing it operate in a real-world scenario and hearing the excellent feedback from other customers gave us all the reassurance we needed.’

Sinéad Condren, Office Manager, Moy Materials Ltd.

Transitioning from a paper-based culture demanded effort—setting up new invoice templates, mapping, onboarding suppliers—but the result was worth it.

‘The implementation team at Enterprise Imaging Systems were great. They not only guided us through the process helping us implement best practice processes that could be tweaked for our business, but they also knew how best to marry the TraX solution with our ERP solution, Intact iQ. Our implementation consultant, Bill, had vast knowledge of that system too. That really helped us extract maximum value from the software. I would highly recommend dedicating the time required to the process because while it will take a bit of time to set up now that we have it in place it’s become a Godsend to the business. The impact has been amazing and exceeded our expectations.’’

Sinéad Condren, Office Manager, Moy Materials Ltd.

The Impact

Now all of Moy Materials documents are directed to TraX where they are digitally indexed, filed and categorised. Paper documents are scanned direct to TraX, inbound email documentation is fed to TraX and documents in their Intact iQ ERP solution are auto synced to Trax. This provides a unified document repository accessible directly within the ERP interface.

The visibility and impact on our customer service has been fantastic. When somebody rings looking for a copy of an invoice or a delivery note you don’t need to put the phone down and go off searching for the files. It’s all there, linked, immediately accessible and we can view the full transaction history at the touch of a button. Making information readily accessible is a key benefit.

Sinéad Condren, Office Manager, Moy Materials Ltd.

In addition , as invoices appear in TraX for processing they are matched with the transaction in Intact iQ and auto-fed to the accounts payable team for processing. The majority of invoices now pass through without the need for any human intervention which is saving a lot of time.

With the system now up and running it just runs like clockwork with very few if any hic-cups occurring and if they do arise the support team at Enterprise Imaging Systems are great and resolve issues promptly. And we’re only up and running a short time so we know there are more benefits to come which is great.

I’d absolutely recommend TraX to any business that was in a similar situation to ours but as I said ensure you afford a team member with a good knowledge of your system the time to work with the EIS implementation team so you can extract maximum value from it, from day one.

Sinéad Condren, Office Manager, Moy Materials Ltd.

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.