Unique Situation
Like a lot of EBS MechData users, Vermeer Wisconsin is a growing business that needed to increase efficiencies in order to scale. They came to the realization that they either needed to streamline their payable process or hire. Vermeer’s tagline is ‘equipped to do more’, so they were trying to do more with the team they have and TrinDocs seemed to be a perfect application for them to at least consider.
Vermeer Wisconsin had specific needs and wanted to make sure TrinDocs could build solutions around their business rules and policies to eliminate manual data entry. They wanted to use the talents of their in-house staff more effectively and efficiently, rather than just having them involved in data entry.
Tailored Solution
TrinDocs worked with the Accounting team at Vermeer Wisconsin to build tailored AP Automation with PO-Matching that matches PO numbers with the receiver number from the parts receipt. In doing so, TrinDocs literally eliminated manual touches on 65 to 70% of all invoices Vermeer Wisconsin sees.
TrinDocs worked individually with Vermeer Wisconsin to build workflow automation and document management solutions that are unique to their business, because each dealer is used to doing things a little differently. For example, one of the things implemented was the ability to mark some invoices as confidential. Another example is the ability to have certain invoices need to be approved by multiple persons, before it’s ultimately vouchered to be paid. There were many layers in their workflow approval process, that required a lot of manual touches (and paper). Now it’s all electronic and easily searched!
“There’s so many benefits that personally any EBS dealer that’s not using this, I think they’re missing the boat. There really is a better way to do things, especially on the payables side.”
– Todd Witzke, Corporate Controller
Why does Vermeer Wisconsin Love TrinDocs?
TrinDocs Works with Clients as a Team…”When you believe in a product and you believe in the people, you’re more than willing to try to advance that product to the next level. It’s all about working together as a team, whether you’re a Vermeer dealer or a Forklift dealer or whoever you are.
TrinDocs Boosts Workplace Happiness…”With TrinDocs, we’ve eliminated the need to sit somebody behind a PC and a keyboard and just push the 10 key all day long. That’s not something they want to do. So we’re developing our employees to be of more value to our organization.”
TrinDocs Increases Visibility Across the Organization…”We have a lot of parts individuals that need to see the invoice in order to receive the parts at the correct price. What we were seeing before TrinDocs is they did not have the ability to see the invoice. So, they would receive the part and the price was wrong. Then they would get an email from the accounts payable clerk saying this receiver for this part (or this invoice) doesn’t match. So, you need to unreceive the part, change the price and then re-receive it. That creates a lot of accounting issues. So now that we have TrinDocs, once the invoice is in TrinDocs then anyone in the company can see that invoice and see the amount that we were charged for it. They can change their purchase order to match and then they receive the parts, and it eliminates all of the unnecessary wasted time and communication back and forth. So, it can be a big deal. And sometimes it’s several hundred dollars difference.”