Invoice Processing

Client
Dinamalar
Industry
Media
Platform
Android
Technology
alstom

About Client

Alstom is a leading supplier of train control systems for metros in India. With a full range of highly advanced products and solutions and a strong local footprint, it is well geared to participate in the upcoming rail transportation projects in India and South Asia, including high speed train projects.
alstom(1)

The Challenge

With distributed purchase & manufacturing teams across the world, Central finance team was finding it very difficult to manage the bills approval and vendor payments process with multi department’s team approving the items, add to that multi-currency invoice with its conversion rates. The entire process of getting bills approved was through emails.
Alstom will be getting more than 200 bills from vendors on a daily basis. So the bills used to be scanned and it will move to various departments based on the hierarchy to get approved. Once it gets approved then the bill will be paid.
The paper work flow process took more than the expected time
Handling almost 60% of their transactions physically consuming 300 plus resources for their south Indian operations
So the client is aspiring for increased productivity in their financial transactions.

Our Approach

Alstom was existing client of HM. First engagement was very minor work. Client was facing a problem with their existing tool called Attendance Management System. HM supported them to fix the issue with the tool. And we got approved from Alstom as a registered vendor. And then we got a project to give them a solution.
Proposed a user friendly collaborative workflow system which brings all parties together with role based authentication and inbuilt workflow notifications.
Flexible workflow based on the type of invoice.
Developed a future-adaptable and scalable system to embrace all Units.
Devised a project plan to address each module and implemented by stages.

Key Results

Dinamalar is the third largest Tamil daily newspaper by circulation (Over 900,000), printed from across 10 cities. With over 100 photographers spread across the country, they had a robust capability to supplement news with images. To sustain their competitive edge in a cut throat market, they created an exclusive, secure portal for photographers to upload their images. But, in the age of the mobile and ‘breaking news’ it was not enough.

The Solution

The solution has been developed with 3 members of team within 2160 hours.
Web Twain Scanner SDK has been integrated with the web tool to enable scanning of physical documents & storing them.
Took inputs from beta run and reworked on areas to incorporate their feedback.
Pay pro Tool has been created for generating and sending payment receipts to the vendors.

Design

The Impact

Approval timeline for bills has been drastically reduced.
Report generation is done in few clicks.
Business Efficiency has been improved up to 40%.
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