Right-Sized Scanning Solution Gets Facilities Maintenance Company Past a Payroll HurdleMonday, May 4, 2020
When an international facilities management company approached us earlier this year in need of an intelligent scanning solution for its payroll processes, we recognized a perfect fit for our services.
The company had been given a recommendation by its payroll provider but it was more than what they needed – and “incredibly expensive,” according to the company’s procurement manager.
What they needed was a scalable solution that provided a little bit of extra support to a bigger process – not a lot of expensive bells and whistles.
“We just found that most of the other groups we talked to were throwing a Cadillac at us, when we needed a Honda,” the manager said. “(Image One) was able to come in with a solution that made sense and was scaled correctly for us.” – Procurement Manager at international facilities maintenance company.
With over 140,000 employees across the U.S. and the U.K., the company had recently signed on with a big national payroll provider to take over its time-intensive payroll processes. But with a sizeable number of employees still receiving paper checks, the management of garnishments and other deductions still required too much manual labor. The company realized that the speed of processing payment was heavily impacted by its outdated system of scanning.
“We used to do a lot of that ourselves,” the manager said. “We used to have to take those payroll vouchers that we were generating and do individual scan and pdf generation to send those over to (the payroll provider) who would then process the information and edit the employee file.”
For the payroll provider to process sensitive or voluntary deductions, they needed additional documentation. The previously manual process of sending over these documents was neither efficient nor cost-effective, so the company went in search of a solution.
A Scalable Payroll Process
“From a process standpoint, we were incurring a lot of overhead and related time to a manual process that we wanted to automate,” he said. “We were looking for a solution for batch scanning.”
The company spoke to several solutions providers but found the options to be either too expensive or too complex for its needs. “We just found that most of the other groups we talked to were throwing a Cadillac at us, when we needed a Honda,” the manager said. “(Image One) was able to come in with a solution that made sense and was scaled correctly for us.”
With Image One, they were able to find a software that matched their needs at the right price point. Image One’s suite of customizable document scanning solutions includes the ability to automate tasks, improving productivity and reducing overhead costs.
“Using the Image One software, we can batch scan everything and the software will recognize the breaks between the different garnishments and create .tif files for each one of those breaks,” said the manager. “It’s intelligent. Once the .tif files are created, it zips the file and batches those all together.”
The only manual aspect of this task is scanning the documents in bulk. The files are then automatically sorted, after which the company can send them off to their payroll provider without worry.
Six months in, the company is thrilled with the results. Image One was able to provide a scalable, reasonably priced solution carefully matched to the needs and expectations of the company.
“I would absolutely say, go and work with Image One,” the manager said. “I was impressed with their account management, service, and their product is doing what they said it would do.”
The software provided a solution that saves time and resources without hefty costs and unnecessary features. As a premier provider of document management software, Image One is proud to deliver solutions that are “just right” – perfectly scaled to meet client needs.
To learn more about our solutions for your scanning or business automation hurdles, give us a call or click on the link below.