La majorité des factures fournisseurs sont encore reçues par courrier postal ou par email. Cela implique des processus de traitement manuels longs dont les coûts peuvent représenter jusqu’à 15 CHF par facture *. Ces processus sont rendus encore plus complexes par la situation sanitaire actuelle et le travail à distance. En utilisant nos solutions pour la capture, l’extraction des données, l’automatisation des processus, l’intégration avec les ERP et les outils de stockage électronique, il est possible de réduire considérablement les coûts et pertes de productivité associés, tout en permettant aux collaborateurs de se concentrer sur des tâches à plus forte valeur ajoutée. Dans ce webinaire nous partagerons notre expérience dans la mise en œuvre de ce type de solutions et nous illustrerons cela au travers d’un cas pratique que nous avons réalisé pour la régie immobilière M3. Nos intervenants seront : • Nicolas Mérat, Head of Collaborative Solutions chez SmartWave, expert sur les sujets de dématérialisation et gestion documentaire, • Christian Meyer, Sales Account Executive chez Kofax, Produit leader du marché. Nous vous attendons nombreux ! * Source : Etude Arthur D Little pour Post@xess

2. Accounts payable invoices
automation
Feedback & illustration
through a customer case study
Nicolas MERAT - Christian MEYER – Régis DE GERMAY
Live Webinar - December 2020

3. |
Agenda
December 2020Accounts payable invoices automation 3
•Introduction
•Paper-based challenges and dematerialization advantages
•Kofax, leader in Multichannel Capture
•Case study: M3
•Questions / Answers

4. | December 2020Accounts payable invoices automation 4
About this Webinar

5. |
Introduction
December 2020Accounts payable invoices automation 5

6. | December 2020Accounts payable invoices automation 6
• In recent years, the dematerialization of documents has been a
fundamental trend for companies and administrations
• In 2020, this trend has accelerated considerably due to the COVID
situation and the generalization of home-office
• 2 processes particularly impacted:
• Dematerialization of the “Dossier Patient”
• The dematerialization of supplier invoices
Situation

7. | December 2020Accounts payable invoices automation 7
Nicolas MERAT
Head of Collaborative Solution at SmartWave,
expert on Information Management topics
Christian MEYER
Sales Account Executive at Kofax,
leader in Multichannel Capture and partner of SmartWave since 1985
Speakers

8. |
Paper-based vs dematerialization
December 2020Accounts payable invoices automation 8

9. • Companies still handle a large number of
paper documents
• Processing of paper-based documents
require several manual steps
• Manual document processing takes time
• Manual document processing is expensive
• Both human AND technical challenge
Paper-based challenges
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10. Capture challenges in the current COVID situation
Teleworking accelerates the need to put in place a capture solution
× No more access to paper-based documents
× No more access to scanner and printer
× No more access to your colleagues
× No possibility to manually track the processes
Knowing that volume and variety of information coming in your organization is growing
Information Capture and processes digitalization should be considered a
strategic priority to ensure business continuity
December 2020Accounts payable invoices automation 10

11. Main dematerialization advantages
ü Improve human productivity
• Avoid the manual identification and categorization incoming information
• Involve your collaborators on high added values activities
ü Gain in efficiency
• Automate data extraction, validation and classification (with machine learning, IA, RPA, …)
• Simplify, structure and automate your processes
• Access to the information everywhere on any device
• Reduce costs and delays
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12. Main dematerialization advantages
ü Improve information quality
• Reduce the processing errors
• “Live” processes (information and documents) tracking
• Secure the access to the information
• Improve compliance
ü Start «small» and extend the usage
• Start with specific departmental processes and for specific information type : paper-based
invoices
• Extend the usage : e-mails, incoming mail, …
• Extend the integration capabilities : ECM, BPM, ERP, …
• Involve your partners to cover upstream and downstream processes : suppliers, clients, …
December 2020Accounts payable invoices automation 12

13. |
Dematerialization solution overview
December 2020Accounts payable invoices automation 13
VALIDATE DATAPREPARE CAPTURE CLASSIFY &
EXTRACT DATA
ECM File System Application
EXECUTE BUSINESS
PROCESS
CAPTURE / RPA SOLUTION(S) BPM SOLUTION(S)
INTEGRATE WITH
Machine Learning,
RPA,
Artificial Intelligence,
…

14. Kofax Intelligent Automation
Christian Meyer, Kofax Suisse

15. |
La société Kofax
w Fondée en 1985
w Fournisseur leader de logiciels permettant d'automatiser et de transformer
numériquement les processus à forte intensité humaine et informationnelle.
w Passer de la "capture" à une valeur ajoutée, à des solutions plus complètes et
à une automatisation intelligente
w Base installée de plus de 21 000 clients utilisateurs finaux
w Plus de 12% du chiffre d'affaires annuel investi en R&D
w ~2000 employés dans plus de 70 pays
w Basé en Suisse et siège à Irvine, CA, USA
w Actionnaire principal : Thoma Bravo
Banques et assurances 28% *
Gouvernement et services publics 16% *
Manufacturing & Retail 30% *
* Percent of total software license revenues

16. |
Kofax Intelligent Automation:
Five unified capabilities that help our customers work like
tomorrow
Automate repetitive tasks with a digital
workforce of attended and unattended
software robots
Ingest & understand any document and its information via
any ingestion channel and in any format with capture and
cognitive document automation
Drive successful outcomes by orchestrating
multiple actions, people, software robots,
policies & systems
Provide actionable analytics for any
business process with increased visibility
and deeper insights
Communicate and transact in efficient,
effective, and trusted ways with e-
signature, facial recognition and on-
demand communications
INTELLIGENT
AUTOMATION
COGNITIVE CAPTURE
ROBOTIC PROCESS AUTOMATION
PROCESS ORCHESTRATION
MOBILITY & ENGAGEMENT
ADVANCED ANALYTICS

17. |
CAPTURE Information AUTOMATE Processes ENGAGE Digitally
Les fonctionnalités de Kofax Total Agility

18. |
Advanced Analytics: understand & improve process performance
Process Intelligence System Monitoring
Provide actionable analytics. Automate system monitoring.

19. |
INTELLIGENT
AUTOMATION
Add organizational
capacity
Empower
the
individual
Key benefits of Kofax Intelligent Automation
…to streamline processes,
enhance customer experience, increase
efficiency, improve cycle times and
compliance
… by blending human & digital workers
to create an agile workforce, and enabling
customers, constituents & partners,
achieve unprecedented levels
of performance and satisfaction.

20. |
Case study: M3
December 2020Accounts payable invoices automation 20

21. M3 Real Estate
• M3 is one of the leading real estate agencies in the French-speaking Swiss market,
specialized in real estate sales, management (rental, refurbishment) and projects.
• M3 manually handles a large number of paper documents for its clients, mainly
contracts and invoices.
• Their processing requires several steps with the inherent risks of losing information or
passing the due date
Initial project scope: improve the invoices processing
December 2020Accounts payable invoices automation 21

22. Introduction
December 2020Accounts payable invoices automation 22
• Driver: migration from a custom ERP to a commercial package specialized in real estate
without ECM and without workflow engine
• Goal: improve the invoice processing
• Fully open web application: one single common interface for end users
• Easy to use, intuitive
• Designed, reviewed & approved by M3 employees
• Single point of integration
• The Information System has been built step by step
1. Dematerialization layer
2. ECM layer
3. BPM layer

23. • A performant and evolutive information capture solution that automatically extract
and classify documents data
• One central orchestrator that manages each processing step
• Requirements in constant evolution
• Limited IT Internal skills
• Strong integration needs with the Information System
(ECM, ERP, LDAP, SMTP server, accounting system...)
• Easy to use interface
• UX/UI had to be defined with the users for a successful user adoption
• Single and unique interface for end users
Challenges
December 2020Accounts payable invoices automation 23

24. |
Solution overview
December 2020Accounts payable invoices automation
Mail ValidationScanning Quality control End user
24
ArchiveData extraction

25. Invoice process overview
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Back Office
Technical Manager (GT)
Administrative Manager (GA)
Accounting

26. Live Demonstration
December 2020Accounts payable invoices automation 26

27. • Automatic data extraction from the invoices
• Definition of automatic routing rules for the invoices
• Fully open portal: one single common interface for end users
• Easy to use, intuitive
• Designed, reviewed & approved by M3 employees
• Strong integration with the IS :
• Kofax creates automatically the captured document in Alfresco
• Alfresco launches automatically a process in Bonita
• Values displayed in Bonita come from the ERP
• Bonita creates invoices directly in the ERP at the end of the process
• Charts and live reports to follow the process execution
• Scalable solution enabling future capture needs to be implemented
Main results
December 2020Accounts payable invoices automation 27

28. • Around 30’000 invoices processed per year
• 3 different sources:
• Initially “only” through scan (“traditional” way)
• Then through email (trough dedicated mailboxes)
• Finally, by folder (through Amazon S3 buckets with specific suppliers)
• 7 families of invoices: administrative, insurance, fuel, general, mortgage, HR,
technical
• 3 types of invoices: BVR and QR invoices with or without voucher
• Around 20 fields automatically recognized and /or reconciliated: BVR
number, invoice date, IBAN, invoice number, contract number, client name,
identification number, order date, order number, total, net amount, due date…
Main results
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29. ü Capture additional types of data from additional sources
ü Implement new processes
ü Implement new functionalities in the portal
Extend the usage
December 2020Accounts payable invoices automation 29

30. |
Questions & Answers
December 2020Accounts payable invoices automation 30