Case Study ESOFT SYSTEMS

International photography and image processing company streamlines invoice processing and finance management

esoft systems streamlines invoice processing as a cornerstone of improved finance management

Deploying Microsoft Dynamics AX together with To-Increase Invoice Workflow, esoft systems took advantage of the opportunities for greater efficiency and control not just in invoice processing, but finance management overall.

Key benefits

  • Automatic approvals, with large time savings, when invoices match order lines
  • Fast, easy invoice approvals by mobile employees
  • Greater efficiencies for finance management companywide
  • Better visibility of invoice status and financial processes for managers
esoft systems
  • Number of employees: 540
  • Website: www.esoftsystems.com
  • Country or region: Headquartered in Denmark, active globally
  • Industry: Professional services – Photography and image processing
Software and Services
  • To-Increase Invoice Workflow
  • Microsoft Dynamics AX
Customer Profile
esoft systems, founded in 2000, produces and processes images and film for real estate companies anywhere in the world.
Business Situation
esoft systems aimed to make finance management and invoice approvals more efficient and centralized as the company grew internationally.
Solution
The company deployed Microsoft Dynamics AX as its ERP system and integrated it with To-Increase Invoice Workflow.

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“We could have managed with a cheaper workflow module, but I prefer premium quality and having everything streamlined. To-Increase Invoice Workflow optimizes the entire finance function, so the system is definitely not overkill, although I have only [a] few invoices. It makes its money back in all the time I don’t need to spend.”

Dorthe Højsholt Andersen, CFO, esoft systems

esoft systems delivers services and solutions to help real estate agencies and other companies to manage and exchange large numbers of images and presentations. The company’s partners include real estate companies and service companies that handle photography for the real estate industry. esoft systems photographers, most of them in Sweden and Denmark, take pictures for clients. A round-the-clock processing center in Hanoi, Vietnam, rapidly performs retouching and image optimizations. Copywriters, video specialists, and designers in Barcelona, Spain, prepare film and still-image marketing materials for clients around the globe.

Operational complexity demands more effective finance management

As the company grew, gained more clients, and ran more complex operations, it deployed Microsoft Dynamics AX as its ERP system. At that time, the company also hoped to implement more efficient practices in finance management and invoice processing. Invoice processing at the Danish location was automated, but invoices and vouchers from the other locations were handled manually, which was less than efficient.

esoft systems saw an opportunity to not only make invoice processing and approvals electronic, but also to bring greater efficiencies to finance management in its international locations. The company implemented To-Increase Invoice Workflow in integration with Microsoft Dynamics AX to take care of most finance functions in Denmark, manage accounting in Sweden and Spain, and electronically process and approve invoices companywide.

Scanned invoices are stored in Microsoft Dynamics AX, available for review by finance managers at headquarters. The company found it easy to create financial reports for all of its business entities, incorporating invoice data. esoft systems generated significant savings because it gained the ability to perform all finance management processes within a single, centralized system.

Anytime, anywhere approvals and fast invoice processing

Invoice Workflow supports both cost invoices and purchase orders, with an unlimited number of order lines per invoice. It automatically sends invoices to the appropriate approvers. If an invoice amount exceeds an approver’s authority, it can be forwarded to a more senior employee. The company’s traveling sales reps and photographers easily access the solution through an external web service and approve invoices from wherever they are, on the device they are using at the time.

Dorthe Højsholt Andersen, CFO at esoft systems, says, “We could have managed with a cheaper workflow module, but I prefer premium quality and having everything streamlined. To-Increase Invoice Workflow optimizes the entire finance function, so the system is definitely not overkill, although I have only [a] few invoices. It makes its money back in all the time I don’t need to spend.”