How to Continue to Promote Success with your Remote Teams

Your organization likely settled into your new normal of working from home, and as offices reopen and some employees choose to remain working from home, cultivating and maintaining a successful strategy to continue to manage your teams across multiple locations is key. After seeing the success of adapting to remote work, many organizations are making the decision to give their employees a more flexible office schedule, and some are moving to remote work entirely.

We previously covered some basic tips to assist companies in creating their remote work strategy, today we’ll highlight some specific processes that can be transformed to best support remote employees, or allow for a flexible workplace with employees both at home or in the office.

Hiring and Onboarding

Your organization may be in a place where you can hire new employees to manage new tasks that have come up as a result of increased demand or shifting focuses, particularly within spaces such as manufacturing. If you’re hiring for employees in your facility but have a Human Resources team that is remote, coordinating the necessary paperwork and tasks required for hiring and onboarding can be incredibly difficult without relying on an automation solution.

With Document Management and Automation, you can build a hiring workflow of forms to send to each new hire, including common forms such as I-9s, benefits enrollment, background checks, and other employee documents and manuals. By building a workflow within DocStar, each completed form can be routed to the correct manager, who can review, approve, and then file it to the appropriate employee file, all without needing to physically be in the office. This can be also particularly useful in cases where your new employee will be remote from day 1.

By innovating your current hiring and onboarding process, you can stand out as a competitive employer and also can speed up the hiring process to get your new employees working quicker.

Document Collaboration

With employees across multiple locations, collaborating on and approving a document can be time-consuming when you’re sending documents or PDFs back and forth. When key documents need approval or updates, and you don’t have much time, how can you ensure that it’s seen by the right people at the right time? DocStar allows for annotations which give you the flexibility to mark up your electronic documents and save these notes as annotations, allowing for collaboration that’s recorded and consistent.

Sharing permissions are also a key part of making document collaboration successful when your teams are in multiple locations. Ensuring that confidential documents stay confidential can be difficult in any scenario, but especially when files are passed around digitally. DocStar allows for granular permission settings in documents, inboxes, folders, workflows, and retention policies. With DocStar you can grant access to documents based on user permissions, which helps to ensure that only the right people see documents at the right time, easing any concerns you may have about utilizing a shared system.

DocStar was designed to be used from anywhere, so the functionality to access, annotate, and approve documents regardless of whether you’re in the office or at home is there for you from day one.

Sales Orders

Maintaining successful relationships with your customers should be your organization’s top focus, but often customer relationships get neglected when things feel “status quo.” Ensure your customers are getting the attention they deserve by building a more effective sales order process that can be completed from anywhere.

Consider how your organization receives orders. If they come through the mail and there isn’t anyone there to pick them up, it’s possible orders will be delayed or worse, not fulfilled at all. Emailed PDFs can be a great alternative, but what happens once the order is received? Does it get caught in the shuffle of emails back and forth or does your organization utilize a system that can ensure new orders can get distributed, approved, and filed in a timely manner?

Automating your sales orders is a great way to better support your customers, and make fulfilling the orders easier. Sales Order Automation works by automatically capturing and extracting data with Intelligent Data Capture (IDC). Once IDC recognizes and indexes the order, it can be passed along to be received by your ERP. This step eliminates the traditional step of receiving the sales order and then manually entering the data into your ERP. This entire process can happen with next to no human intervention, except for scanning in an order at the beginning and data validation at the end. Because this process is hands-off, orders can be completed and processes from anywhere.

How to implement remote automation processes

Mosaic has experience in creating custom solutions for businesses of all sizes and across industries. We’re prepared to work with you to understand your current pain points and drive your organization towards a more effective strategy to manage both in-office and remote employees. Ready to take the next step towards a more efficient workplace? Give us a call at 1-800-387-7859

AP Automation Explained

Accounts Payable is a crucial arm of any successful organization. Managing outgoing expenses and vendor and supplier partnerships is not an easy task, and without an effective process in place things can slip through the cracks.

The way the industry is moving, it’s no longer a question of if your organization will automate, it’s a question of when and how. To further understand the necessity of automating accounts payable, we’ll look at the technical definition, specific use cases, and how you can implement AP automation.

Defining AP Automation

In technical terms, Accounts Payable automation (AP Automation) refers to the technology used to streamline and automate accounts payable processes, removing manual tasks and providing better visibility and control over important financial data.

AP Automation isn’t just a piece of software you install on your computer, it’s a set of connected tools that work as one unified solution to simplify your organization’s processes.

These tools can include:

Using manual methods, the average invoice takes two weeks to process and requires approval from two to five people before it is fully processed. If your organization is processing hundreds of invoices monthly, relying on manual payment processing is simply inefficient. In a study on AP automation by the Ardent Group, best in class companies process invoices in less than 4 days while others can take over 13 days to process them.

By implementing AP Automation, your organization can:

  • Decrease invoice processing costs
  • Decrease invoice processing time
  • Capture more early payment discounts
  • Avoid late payment penalties and interest
  • Improve visibility over cash flow and liabilities

Cost-Driven Reasons to Automate AP

Manually processing an invoice tends to vary in cost. Some organizations with relatively streamlined processes may pay as low as $15 per invoice, while others may pay upwards of $40 per invoice. This accounts for labor, software systems, outsourcing, overhead costs, and other miscellaneous expenses. Unfortunately with manual processing comes human error. With each error made, your organization is faced with overpayments, duplicate payments, unused credit notes, and unclaimed discounts which ultimately drives costs up as well. Just a few mistakes over time can quickly cost your organization thousands of dollars.

With automation, the cost can be reduced to as low as $2 per invoice. AP Automation moves invoices along quicker than employees, and it eliminates the error associated with manual data entry (or any mishaps that may happen in the office). It’s more efficient, which means it works quicker, which means it can save both resources and money over time. The more efficient the system, the greater the cost savings.

How do I know if I should implement AP Automation?

Every organization is different in terms of need, ability, timeline, and budget to automate their current processes. Having executed hundreds of AP Automation projects, we’ve noticed patterns among our most successful deployments. If the following problems apply to your organization, you’re a perfect candidate for AP automation:

  • Process 500 or more invoices per month.
  • More than 2 full-time AP clerks
  • You are outsourcing your AP
  • Too many late payment penalties
  • Missing early payment discounts
  • Invoices processed in more than one location.
  • Manual data entry errors
  • Misplaced invoices and other documents take up to much time
  • There is a lack of visibility of cash flow

More often than not, some organizations that need a solution the most don’t realize it. Their current state of managing their processes is “good enough” so they’re resistant to change.

Why Implement AP Automation:

Beyond the clear cost incentives, AP Automation is a solution you can easily implement now to help your organization succeed long term.

  • Reduce the time required to process invoices
  • Eliminate the manual processes associated with routing, approving, and GL coding invoices
  • Process invoices faster and more accurately reducing payment errors
  • Reduced paper and improved operational efficiency
  • Better data visibility
  • Means real-time access across your organization
  • Streamline vendor invoice processing and manage discounts to improve cash flow
  • Ensure record retention compliance and keep documents safe and secure
  • Say goodbye to filing cabinets
  • Saves headaches come audit time – have peace of mind that you will find documents you need

How to implement it

As previously mentioned, AP Automation isn’t software you can simply download and install. There are many moving parts to an effective system, but by working with a partner that can design a solution that fits your exact needs, moving to a fully automated process becomes so much simpler.

Mosaic has vast experience in implementing smart automation solutions, and we constantly evolve to offer innovative solutions to transform our clients’ business processes.

Give us a call at 1-800-387-7859 to discuss your current AP process and learn how we can help transform your business.