“After Two Weeks, Everyone Wonders How They Ever Managed Without It.”
At the beginning, there is usually some scepticism. That is perfectly normal. Many companies still associate document management with lengthy implementation projects, additional software and complicated integrations. I often hear comments such as, “This is bound to turn into another project that takes several months.” A few weeks later, suddenly no one is talking about it anymore. Not because the topic has become unimportant, but because it simply works. Invoices arrive in the system automatically, documents are available where they are needed and approval processes run in the background. And at some point, I almost always hear a sentence that I have heard many times over the years:
“I can’t imagine how we ever managed without it.”
For me, that is probably the greatest compliment software can receive.
Good Software Eventually Becomes Almost Invisible
When we talk about digital transformation, terms such as OCR, e-invoicing and workflows often come up. These are important components, but in my view, they do not describe the real benefit. Good software is not defined by how many features it has. You know it is good when using it simply becomes second nature. No one thinks about Outlook synchronising emails or Business Central saving an order. It just works. That is exactly what I expect from Document Capture. When invoices are processed automatically, documents are available directly within the relevant business transaction and no one has to wonder where a document is stored, the software is working exactly as it should – quietly in the background.
It’s About the Process, Not the Invoice
The name Document Capture initially suggests that everything revolves around incoming invoices. In reality, it is about much more than that. Companies work with contracts, delivery notes, invoices, employee documents and many other types of documents every day. All this information belongs to a business process, and that is exactly why I believe it belongs in the ERP system as well. Business Central is the central workplace for many employees. It is where purchase orders are created, invoices are posted and decisions are made. So why should the related documents be sitting somewhere in an email inbox or on a network drive? Document Capture eliminates exactly this break between systems and processes.
The Biggest Waste of Time Usually Happens Elsewhere
Many people assume that the main time saving comes from no longer having to enter invoices manually. In my experience, that is only part of the benefit. Far more time is often lost searching for documents, waiting for approvals or trying to work out where an invoice currently is in the process. With Document Capture, the document arrives directly in Business Central, where it can be reviewed, completed and posted. The accountant can focus on checking the content rather than typing in data or chasing documents. It is often these small improvements that make the biggest difference in day-to-day work.
Why the Implementation Surprises Many Companies
One of the most common questions is: “How long does implementation take?” Many companies expect a project lasting several months. Today, the reality is often very different. Continia already provides extensive templates for PDF and electronic invoices. New suppliers are recognised automatically, and additional information such as cost centres or delivery note numbers can easily be added where required. Once the most important sample invoices are available, we can get many companies up and running within a week. Not because we are cutting corners, but because the solution was designed for exactly this purpose.
E-Invoicing Does Not Replace Electronic Invoice Processing
Since the introduction of e-invoicing, I am regularly asked whether Document Capture is still necessary. My answer is very clear: Yes. E-invoicing ensures that data is transferred in a structured format. But it does not replace the actual process of checking, approving and posting an invoice. Those steps are still required. It does not matter whether an invoice arrives as ZUGFeRD, XRechnung, Peppol or another international format. Document Capture processes the different formats within the same interface in Business Central, making the entire process considerably easier for users.
When Processes Start Thinking for Themselves
For me, projects become particularly interesting when companies start automating their processes. In one current project, for example, Business Central automatically identifies discrepancies in invoice amounts and uses predefined rules to determine which approval process needs to be initiated. Employees no longer have to work out who is authorised to approve an invoice – the system makes that decision for them. For me, this is where intelligent digital transformation really begins. It is not about automating as many individual tasks as possible, but about relieving people of work precisely where repetitive routines arise.
When Digital Transformation Is Truly Successful
When I speak to customers again a few weeks after go-live, we usually do not talk about Document Capture anymore. Instead, they tell me that no one has to search for invoices anymore, approvals are much faster or documents are simply available where they are needed.
And sooner or later, I almost always hear the same sentence: “I can’t imagine how we ever managed without it.”
For me, that is exactly the moment when a project has truly succeeded. Not because new software has been implemented, but because it has become so natural to use that no one even has to think about it anymore.
Further Information
Would you like to find out how Continia Document Capture and Microsoft Dynamics 365 Business Central can help you digitise your document and invoice processes? You can find more information here:
