From analog to digital
XAL GmbH
The customer
XAL is an innovative premium manufacturer of luminaires that has been developing customised, technologically advanced luminaires in collaboration with architects, designers and planners for over 35 years. With around 1500 employees at 30 international locations, XAL offers an outstanding level of customer service. The company is an expert in leading lighting solutions and illuminates retail shops, modern office buildings, exclusive hotels, restaurants and private homes worldwide. With organisational efficiency and high in-house production depth, XAL can offer tailor-made solutions that meet the needs of its customers.
The challenge
XAL was faced with the challenge of modernising the group-wide incoming invoice processing (ERV) and bringing it up to a higher security level. The existing system for processing delivery notes in the Finance & Controlling department was proving to be cumbersome, as these were previously created in paper form. In addition, processing the 60,000 incoming invoices per year was time-consuming and inefficient.
The solution
A new ERV solution was implemented in collaboration with d.velop. The new d.velop smart invoices software not only enables the audit-proof archiving of invoices, but also the integration of delivery notes. This is particularly important to ensure quick access to information in the event of an audit. The implementation took place in three phases and made it possible to map an entire year in the new system without having to work during the changeover period. The system was rolled out in 11 countries, whereby all local requirements were taken into account and implemented.
The result
The new digital processing of incoming invoices at XAL led to considerable time savings. The processing of invoices was significantly accelerated, saving several hours per invoice. The delivery note solution enabled delivery notes to be automatically assigned to the corresponding invoices, which led to a more efficient way of working and standardised approval documentation throughout the Group. The project highlighted the positive effect of the right software solution for process optimisation and laid the foundation for future developments.
The feedback
"Thanks to the ERV implementation and OCR optimisation (automated text recognition), delivery notes are now automatically assigned to invoices. The time-consuming manual sorting of invoices and delivery notes in paper form is now a thing of the past. The tool delivers reliable results and allows our employees to concentrate on value-adding tasks. Faster processing of delivery note enquiries is another advantage. Last but not least, by reducing paper consumption, we are making an important contribution to environmental protection and also saving valuable storage space. Overall, the project is a significant step towards increasing efficiency and automation with a positive impact on our company."
Nina Fridum, Team Leader Payable Management, Finance & Controlling, XAL GmbH
Success stories
Where goals
become reality