Wernick Group are a national provider of permanent and temporary modular buildings, site accommodation and off-grid power solutions. Since the business was established in 1934 it has been owned and run by the Wernick family with David Wernick still in post as Chairman.
In terms of company structure and complexity, Wernick Group is made up of seven operating companies across 39 locations with 900 employees. This includes three UK based manufacturing sites. Their offering includes the sale and hire of permanent and temporary modular buildings, site accommodation and off-grid power solutions.
Invoice volume was the main driver for Wernick Group and being able to handle these high volumes in an efficient way which also minimised risk such as data entry errors.
Wernick Group have over 450 Suppliers and receive 15,000 – 17,000 supplier invoices per month across all of their seven companies. This high volume of supplier invoices were being processed manually, which meant printing emails off and entering data in to their Equipment Rental Software, RM from MCS.
Wernick Group was heavily paper based, printing all invoices and manually entering the information into their rental software solution.
With the high volumes of documents generated by staff throughout the accounts payable process, it became clear that change was necessary. The Finance Team needed better efficiency which was paired with the leadership team's desire to reduce their carbon footprint. These two main drivers contributed to them looking to remove as much paper as possible from the process.
Managing the shared accounts email inbox was also very difficult and prone to errors or even work being duplicated.
Speaking about how they operated before the DocuWare implementation, Wernick Group Accounts Payable Manager said:
“There was a continuous backlog of invoices needing to be processed which never really reduced.”
Wernick Groups IT Manager contacted DocTech to help them to gain control over their incoming invoices. The volumes had increased year on year and they knew they needed to make improvements to be more efficient and streamlined. A demo was arranged with the IT Manager and the Accounts Payable Manager and once they saw the DocuWare solution, and that it could integrate with MCS, they were sold.
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The Finance and IT team at Wernick Group chose DocTech as their DocuWare provider as it was very clear that DocTech had the experience they were looking for. DocTech had working examples of other clients integrating DocuWare with the same Equipment Rental Software (RM from MCS).
The integration options with their Equipment Rental software was absolutely fundamental for this project. As their turnover increased, Wernick Group knew that their invoice volumes were steadily increasing in line with that and they didn’t want to keep hiring more staff to meet this demand. They were also aware that the process was prone to errors and the backlogs were causing delays.
DocTech implemented DocuWare’s cloud-based document management system to streamline their invoice processes.
Implementing DocuWare has provided Wernick Group with a central place to process and store their finance documents. It has helped them to remove the paper based, manual steps and gain control over their supplier invoices.
As with most clients using DocuWare in Accounts Payable, the software extracts key data from invoices, pushes the documents into DocuWare where the data is validated, and this data is exported to their Equipment Rental Software. This can be done on a schedule or ad hoc basis.
Wernick Group Accounts Payable Manager says:
“Things are so much better now. We have reduced the amount of printing and we are in control. We have more time to focus on account reconciliations with up to date info.”
To see the process that Wernick Group are now using for their supplier invoices, get in touch.
Although Wernick process a range of different invoices, they only put single PO invoices through DocuWare. As these are the simplest invoices, they decided to start with those and then encompass more complex invoices over time.
DocTech are also currently working with Wernick Group to introduce their Rehire invoices into the DocuWare process. These are invoices that apply to a period of time rather than a single purchase so are more complicated. They also require more complex data capture so testing is underway using DocuWare’s inbuilt AI data capture tool.
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The DocTech team’s knowledge of DocuWare is really impressive. As well as that, they also understand our industry and departmental business processes and systems. The implementation was really smooth and efficient.
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