Near full automation on invoice processing with posting templates

Heidi Solberg
Chief Accountant
Kitch'n
- By connecting to an access point, I believe we will save one FTE by using eye-share Invoice

Kitch’n grew tremendously in a short time. With over 100.000 invoices annually, automatic handling of invoices became a natural choice. Posting templates made the posting routine even more efficient, and when connecting to an access point for eInvoices, Kitch’n estimates the organization will save one FTE per year by using eye-share Invoice.

“The day we started using eye-share Invoice was a big relief. We had grown with 50 new stores in two years and needed to streamline our invoice management. The piles of paper were huge, and the archiving binders added up and was challenging to deal with. The printer was printing out copies constantly, with 500 invoices every day. Invoices were printed and sorted by firms before they were posted. The stress levels was significantly reduced when we changed to electronic handling of incoming invoices”, says Chief Accountant in Kitch’n, Heidi Solberg.

eye-share Invoice was implemented to handle the invoices in October 2014. Five months later Kitch’n took another step.

“We felt things worked very smoothly from the day we took eye-share Invoice in use. However, it’s also a little dangerous to be too satisfied, because it might be hard to identify that you could do things more efficiently and in a different way. We had been thinking of using posting templates when we implemented, but did not quite know how we were going to deploy it. After five months of using eye-share Invoice, we got a visit from an Adviser from Eye-share who reviewed how we worked. We quickly realized that we could use templates to automatically add account code, vat code and the right accountant on invoices from defined suppliers”, Solberg says.

We will use an access point service to automate the receipt of electronic invoices from suppliers. The combination of eInvoice access point and templates will be a huge time saver. The entire accounting process can be done with a keystroke

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Saves one FTE
eye-share Invoice processes around 100.000 invoices annually for Kitch’n.

“We are using 15-20 suppliers who account for nearly all of our commodity delivery. Invoices are read into eye-share Invoice, and automatic templates make sure the invoices are pre-coded and sent to the right authoriser. When everything is okay, we don’t really do anything by ourself; eye-share Invoice does it for us, she explains.
Kitch’n has only registered accountants in eye-share Invoice and doesn’t use approvers in the traditional way because their suppliers deliver directly to the stores.

“The templates automated the process further. Even if you are very happy with a solution, I think it is very smart to bring in a consultant to see if there’s anything you can do better. There are probably many who can use templates if they only become aware of what kind of templates they need”, says Solberg.

Having adopted templates, Kitch’n is now planning to connect to an access point for eInvoices to automate the invoicing process even further.

“We will use an access point service to automate the receipt of electronic invoices from suppliers. The combination of eInvoice access point and templates will be a huge time saver. The entire accounting process can be done with a keystroke”, Solberg explains.

“By connecting to an access point, I believe we will save one FTE by using eye-share Invoice”.

By connecting to an access point, I believe we will save one FTE by using eye-share Invoice

Easy to learn
The chain store that sells kitchenware has experienced an extreme growth since its inception in 1996. Today the company has 108 stores in Norway, and Kitch’n now plans to expand abroad. Five accountants works with eye-share Invoice today.

“We needed very little training. We spent half a day to learn effective use in the beginning, and after that, it just worked fine. We checked several suppliers of invoice automation and quickly found that eye-share Invoice was very user-friendly; it is easier to learn a new accountant eye-share Invoice than it is to teach them an accounting system. In addition, it is a bonus to be able to work from several locations. Previously, we had students who deputized for us during the holidays, but now they can also be a backup and do the same job during sick leaves – from wherever they are studying. It is very convenient and wasn’t possible before”, Solberg says.

After eight months of use, she is fascinated with eye-share Invoice.

“We have not processed a single invoice on paper after we started with eye-share – it’s amazing. It is unreal to think back to the time before we got started with electronic invoice processing”, says Solberg.

We have not processed a single invoice on paper after we started with eye-share – it’s amazing. It is unreal to think back to the time before we got started with electronic invoice processing

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Kitch’n was established in 1996 and got its current name in 2002. The chain store consists of 108 stores across Norway and is headquartered in Sandnes. The company’s vision is to be number one in the kitchen – and Kitch’n strives to provide high quality and innovative products for the kitchen, with good service and expert knowledge. The company processes 100,000 invoices per year (2015).

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case study customers eye-share Invoice Retail