Before moving to EIS TraX and Intact IQ, NEW faced challenges that are familiar to most electrical wholesalers:

1. Paper-heavy processes for invoices, delivery dockets, and goods-in notes.
2. Manual stapling, signing, and filing of documents, making it slow and difficult to retrieve the right paperwork.
3. Invoice approvals were slow, with documents physically routed for signatures, making it hard to track progress or maintain a consistent audit trail.
4. Limited integration between systems, with a third-party UK AP solution that required constant scanning and created bottlenecks.

Angela explained: “Before, if we needed to find a delivery docket, invoice or goods-in note, it meant physically searching through paper files. Now, everything is linked and indexed in the system, with a clear audit trail.”

With hundreds of invoices flowing through 25 branches weekly, manual processes weren’t just slow — they introduced risk, delayed approvals, and made auditing cumbersome.

In April 2021, NEW implemented EIS TraX for Accounts Payable Automation, fully integrated with Intact iQ.

Key features include:

– Automatic capture of 90–92% of invoices directly from email.

– Smart matching to automatically extract invoice data, ensuring accurate mapping to purchase orders, GL codes, & suppliers

– Full integration with Intact IQ, so POs, invoices, and goods receipts are all linked and visible in one system.

– Digital approvals routed directly to management for fast sign-off

– Audit-ready logs, capturing every action, approval, and timestamp

– A secure, fully indexed repository, eliminating the need to keep original paper copies.

 

“TraX is now integral to our business. Every invoice, PO, and goods receipt flows through it. We can instantly find any document, see its approval status, and track its history — no more hunting through filing cabinets or relying on spreadsheets.”

Integration with Intact iQ: Seamless Flow, Full Visibility

TraX facilitates two way seamless integration with Intact iQ to provide enhanced visibility and workflow efficiency:

✅ Invoice PDFs linked directly to purchase orders and related records in iQ
✅ Staff can access TraX within the Intact iQ system
✅ Complete visibility of all transactions and linked documents

“TraX gives us control, traceability, and confidence. We know every invoice and related documented is accounted for, and linked meaning it is auditable in seconds — which is huge across 25 branches.”

Faster Verification, Smarter Payments

Angela also highlighted the advantage with complex international invoices, particularly from international suppliers:

“With invoices that come with multiple linked documents — packing lists, delivery notes, customs docs — TraX allows us to verify everything quickly and accurately. That means we can approve and pay invoices faster, and often take advantage of early payment discounts. It’s a real financial benefit, not just an operational one.”

 Key Benefits of TraX for NEW

✅ Full Approval Visibility
“All approvals are tracked, timestamped, and recorded providing the team with real-time visibility of the accounts payable cycle.”

✅ Time Savings Across the Board
“Instead of staff printing, scanning, or chasing emails, TraX handles it all. It’s dramatically reduced the back-and-forth and frees up the team to focus on value-added work.”

✅ Instant Document Access
“Whether it’s a delivery docket, invoice, or goods-in note, it’s just a few clicks to view the entire history. For audit or management queries, we’re ready instantly.”

✅ Scalable Across Multiple Locations
“With 25 branches, consistency and visibility are key. TraX makes it easy to ensure the same processes are followed everywhere.”

✅ Local Team, Maximum Support
“I’ve been dealing with Enterprise Imaging for nearly 20 years. The support team is brilliant –the team are always responsive, and the level of knowledge and experience they bring is second to none.’

Conclusion

For NEW, TraX wasn’t just an upgrade to AP — it was a complete transformation. Manual paper chasing is gone, approvals are faster, visibility is complete, and audit readiness is automatic.

“TraX has become an integral part of how we operate. If you’re still managing invoices manually or across multiple locations, this system will change everything — from efficiency to audit confidence.”
— Angela, Group Finance Manager, NEW