Aspen Waste Relies On Laserfiche Workflow To Automate Accounts PayableReplaces filing cabinets with Laserfiche ECM

Aspen Waste, Thor Nelson tell about Laserfiche Workflow
Overview

Aspen Waste Systems provides a wide variety of waste collection and recycling services to residential and commercial customers.  It services the Minneapolis/St Paul, MN, St Louis, MO, and Des Moines, IA areas.

challenge

“As a company, we receive several hundred invoices every month, and the approval of all of those invoices was by paper,” said Vice President Thor Nelson.

“We’d have folders that we’d route around the office. Every invoice has 2-3 approvers.” Although Aspen Waste was using Laserfiche to store those documents after everything had been approved and after the check had been cut, the process itself was still all on paper. In order to continue to grow, Aspen Waste needed to find ways to become more efficient. The accounts payable process stood out as an area for improvement.

We wanted to make the approval process electronic so it didn’t matter where the approver was – whether they were here, in St. Louis, or in Des Moines,” said Thor. “We also didn’t want to have accounts payable staff in every office. We wanted to be location neutral on that too.” “We’re a growing company,” Thor said, “but in many ways, we were still acting like a small company.

solution

Aspen met with Hemingway Solutions (formerly Solbrekk) and discussed the complexities for their approval process.   And that they used several ERP systems, one was on an IBM AS400/iSeries platform and the others were on Microsoft SQL.  It was important to seamlessly  work with these ERP systems to validate the data and ensure payments were not paid until the invoice completed the approval process.

results

“Now, every approval happens electronically, and then, in the end, the documents are stored the same way they used to be,” Thor said. “Now, the invoices are scanned as soon as they’re received and begin to move immediately through the Laserfiche accounts payable workflow.” Aspen Waste integrated the workflow process in order to save time; in the end, it made their workflow much more accurate. “It forced us to think about the discipline we have in our approval process and to make sure we’ve addressed each risk area,” said Thor. “I feel much more confident in the process now that there’s less risk of error. I think we’re more accurate and more certain that the right people have reviewed the invoice as it comes in.” “Hemmingway Solutions (Solbrekk) is a company you can be creative with,” Thor said. “We’ve worked with them for many years, and they’ve been a good partner,” Thor concluded.

how can we help you?

Contact us with questions and requests of service, or submit a business inquiry online.

“There is virtually no chaos in our offices now. Nobody is looking for information, it’s all right there. My staff is able to instantly access files regardless of who last worked on them.”

Community Action Partnership Laserfiche client
Catherine Fair
Senior Director, Programs and Technology Innovation, Community Action Partnership of Ramsey Washington

We increased productivity in our Energy Assistance department by 129% in one year using Laserfiche Workflow

Laserfiche imporved productivity
Robin Tousley
EAP Administrative Coordinator, Community Action Partnership Hennepin County

One of the great benefits of Hemingway Solutions is their institutional knowledge of our agency, and Community Action Agency processes. They know the CAP programs’ language and we don’t need to spend a lot of time playing catch up on what’s going on if updates are needed.

Katie CAP RW advise on going paperless
Katie McLemore
Applications Analyst, Community Action Partnership of Ramsey & Washington Counties

Demos

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