Not-for-profit health service saves time and money with Ricoh solution

Indigo North Health has realised an immediate savings of eight to ten hours every fortnight since implementing their Ricoh multifunction device and Laserfiche solution to streamline their accounts payable department.

Serving the Victorian vineyard town of Rutherglen, the not-for-profit organisation provides services that include residential aged care, retirement village living, a wide range of community health services and childcare services.

With the organisation doubling in size over the past five years, Indigo North Health were finding their previous paper based system incredibly inefficient and required a solution that would improve how they handled general correspondence, and more importantly, the paper trail created by maintaining a crucial network of suppliers and contractors. 

In partnership with their local Ricoh Business Partner, a Laserfiche and Ricoh multifunction device (MFD) solution was installed, which takes all hard and soft copy documents and transfers them to an electronic filing system with strong OCR capabilities for easy distribution, archiving and retrieval.

“The Ricoh solution has delivered even more in cost and time savings than we initially expected when it comes to the accounts payable workflow,” said Cameron Butler, who was the CEO of Indigo North at the time of implementation.

The Ricoh solution has automated the invoice approval process, with emails generated to the relevant cost centre manager, who can approve or deny the invoice before it is automatically sent back to the accounts payable team.

“The resulting time savings of a full day each fortnight represents a near full return on investment in barely 12 months,” said Kathy Wilson, General Manager, Business Solutions and Production for Ricoh Australia.

Indigo North Health has realised a host of benefits, such as:
  • - Eliminated manual distribution of invoices
  • - Removed the need to manage large numbers of paper-based accounts payable files
  • - Streamlined the approval process
  • - Achieved instant transmission of approvals from cost centre manager to accounts payable
  • - Fully eliminated instances of lost invoices in transit
  • - Dramatially reduced “chasing up of approvals” by accounts payable

The system is also able to match invoices in the system with corresponding purchase orders, so cost centre managers can easily compare one against the other.

“Bringing our ideas and goals to reality was only achieved through committed work from the Ricoh Business Partner to understand our business, talk to our administration staff members, thoroughly document the manual processes and then apply that knowledge to the solution,” Butler said.

“It’s well worth noting that while the Ricoh MFD and Laserfiche are the two core elements that have supported and achieved the early savings realised by Indigo North Health, it is the tight integration existing between the two technologies and high levels of customisation that enabled the result,” Wilson said.

“This was provided by the Ricoh Business Partner team who was able to create the workflows that have proven to be precise matches for Indigo North Health’s business needs,” she concluded.
MEDIA CONTACT:  For further information and interviews please contact:
Melissa Apte
Marketing Manager, Ricoh Australia
0419 252 028

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