How can a Accounts payable workflow How can an SME efficiently digitize its processes? STS Systemtechnik Schänis GmbH demonstrates how a paper-based invoicing process can be digitized and incoming invoices processed efficiently.
STS Systemtechnik Schänis GmbH has been consistently driving digitalization forward for years. The goal is to simplify administrative processes and use resources more efficiently. A key step in this process was the decision to digitize the existing paper-based workflow for incoming invoices and to implement a suitable accounts payable workflow.
Together with redIT, a streamlined, needs-based solution was developed that integrates seamlessly into the SME's daily operations and creates tangible added value. In this interview, Christoph Gasser, Head of Finance, HR & IT, tells us more about the project.
The STS Systemtechnik Schänis GmbH Since 1924, SCHÄNIS has been a key partner for the metalworking industry. The company, with approximately 70 employees, combines three core areas – locking technology, fastening technology, and stamping technology – and focuses on quality, reliability, and genuine partnership. As a modern Swiss SME, SCHÄNIS combines long-standing experience with a clear future orientation and sees itself not only as a supplier but also as an equal partner, providing expert advice and support to its customers with innovative ideas.
❓ What are your two biggest challenges in the Digitalization & Automation of processes?
Christoph Gasser: “As an SME with a broad product portfolio that must constantly adapt to market needs, we depend on consistently driving digitalization and automation forward. This is the only way we can sustainably digitalize processes like our accounts payable workflow and remain competitive.”
1️⃣ Limited financial resources: "The key challenge is to invest our limited financial resources in solutions that offer a compelling price-performance ratio. To achieve this, we must continuously assess what is merely 'nice to have' and which technologies will truly advance our company."
2️⃣ Needs-based solution: "At the same time, in practice we need solutions that are flexible and create real added value in various areas. This also includes finding suppliers who can meet our needs without development costs skyrocketing."
This topic is also relevant for many other SMEs:
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❓ Why did you decide to digitize your incoming invoices and implement a creditors workflow?
Christoph Gasser: "Incoming invoices were the last area in our accounting department that we hadn't yet digitized, and where the invoicing process was still largely manual. The main reason was that the solutions available on the market were far too complex and expensive for our needs. We process a relatively small number of incoming invoices, and all contacts are easily reachable. Nevertheless, we missed the advantages of digital filing and the traceability of the approval processes."
To ensure that the accounts payable workflow at companies like SCHÄNIS is not only digitized but truly simplified, redIT relies on a streamlined and flexibly adaptable solution. This solution enables the digital capture of incoming invoices, automation of the accounts payable workflow, and efficient management of the entire invoicing process. In this blog post, you'll learn how we digitize your accounts payable workflow and what added value our solution offers. https://redit.ch/productivity-kreditorenworkflow/
Here is an overview of the four most important core functions.
❓ What did redIT do in implementing the accounts payable workflow, and what did you particularly like about their approach?
Christoph Gasser: "redIT adapted their existing tool to our needs and reduced it to the essential elements for us. Since our ERP system is already very well developed, we were able to limit ourselves to just a few elements."
❓ What challenges arose during the implementation of the accounts payable workflow and how were these solved by redIT?
Christoph Gasser: “Even with the redIT solution, the tool’s functionality was practically too extensive for our needs. We had to find the right scale together and also build mutual understanding. As is often the case in such projects, one or two ideas only emerged during the course of the implementation project.”
❓ What specific improvements has the accounts payable workflow brought to your process?
❓ Which functions or features of the solution offer you the greatest added value?
Christoph Gasser: "Besides the above, I like the adaptability of the solution. For example, after the initial implementation, we were able to introduce further categories and statuses for the invoices ourselves, which we hadn't originally thought of, but which are now very helpful for special cases."
❓ What particularly impressed you about the collaboration with redIT?
Christoph Gasser: "From the very beginning, I sensed a genuine desire to address our needs. This included direct and respectful communication with redIT at all times. Furthermore, redIT was very flexible in accommodating requests for adjustments that arose during the course of the project."
❓ How would you describe the collaboration with redIT in three short bullet points – both during the project and beyond?
Christoph Gasser: 🌟 Customer- and solution-oriented – 🤝 Communication on equal terms – ✅ Reliable
"redIT developed a solution that perfectly met our needs. Despite a few minor adjustments during the project, it remained completely within the agreed timeframe and budget."
Christoph Gasser
Head of Finance, Human Resources & IT STS Systemtechnik Schänis GmbH
Interested in this solution?
A digital accounts payable workflow offers, among other things, the following advantages:
This significantly increases the efficiency of the accounting and the traceability of the processes.
A digital accounts payable workflow automates the entire process:
All steps are transparent and traceable at any time.
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With the accounts payable workflow from redIT, STS Systemtechnik Schänis GmbH was able to transform its paper-based incoming invoice process into a streamlined, digital solution with less effort, more overview and noticeably higher efficiency.
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