- economies of scale
- traceability and filing of customer invoices
- digital transition in line with existing legislation
When Digital Invoicing Legislative Requirements Become an Opportunity
Since mid-2012, D Medica, a company specializing in care services, had been deliberating over the performance of its invoicing process, having used ERP software for over 20 years. From this reappraisal emerged an indisputable finding: the existing solution no longer met the needs and expectations of a company that sends 4,000 client invoices on 27,000 pages every month. These figures finally persuaded the Toulouse-based (France) home care services provider to turn to a digital solution.
"We used to dread the monthly invoicing phase as we encountered numerous technical problems (e.g. paper jams, machine operation etc.). In addition, we needed two people in-house for enveloping and dispatch. With the imminent arrival of legislation incentivizing companies to adopt digital solutions, we decided to shake things up and go for a digital solution that would greatly simplify our task," recalled Antoine Dethoor, Finance and Administration Manager at D Medica.
Choosing a Digital Partner that Values Performance
Faced with this situation, D Medica, a company with branches all across France, sought a partner capable of taking on this challenge as well as responding to the complexities associated with digitization. Invoicing poses a considerable challenge to companies and the tiniest flaw in the process can lead to severe financial consequences. It was therefore essential that D Medica turned to a specialist service provider.
Neotouch by Neopost, a turnkey solution enabling gradual movement from paper mail to electronic invoicing, appealed strongly to D Medica due to its applicability and ease of implementation. All that is required is to send documents automatically in electronic format over the Neotouch platform. In order to send paper invoices, Neotouch handles the printing of documents, enveloping, metering and mailing. For electronic invoices, Neotouch provides a "simple" PDF solution or a PDF accompanied by an electronic signature. The document can be received either as an email attachment, or as a link to a secure website.
"Before choosing Neopost as our preferred partner, we approached other suppliers to get a complete picture of what the market had to offer. The Neotouch online solution in particular convinced us for a number of reasons: ease of use of the portal by all our branches, as well as clear, fixed rates that do not vary depending on the presence of unmanageable data. As well as that, our Neopost sales rep assisted us throughout the deployment phase, which was very important for us as we like to develop a close working relationship with our service providers that is built on trust," explained Antoine Dethoor, Finance and Administration Manager at D Medica.
Producing Impressive Results and Adding Value
"Our role is to guide customers through the digital transition, a significant challenge in upcoming years as large customers and public authorities encourage - and in some cases require - their suppliers to move to electronic invoicing by 2020 (e.g. Order of 26 June 2014 in France). It therefore becomes crucial for us to advise them, so that the transition is smooth and trouble-free. Throughout the deployment of the service, we have been on hand and available for D Medica," explained Magali Kolnik, Neotouch Product Manager.
"We are very pleased with our relationship with Neopost. Since implementing the service, we have made savings both in terms of cost and in terms of human resources. Although no posts have been eliminated, those who were assigned to the invoicing process at the beginning of the month are now freed up to focus on higher value-added tasks. Furthermore, we now achieve economies of scale with respect to mailing costs. Lastly, we can file our invoices securely where they can be accessed instantly online," explained Antoine Dethoor, Finance and Administration Manager at D Medica.
ABOUT D Medica
As home healthcare services provider, D MEDICA is responsible for home and in-patient medical care - including the sales and rental of medical equipment and care and hygiene products. Since its establishment in 1990, D Medica has developed by maintaining a dialogue with all healthcare professions. In order to meet all home healthcare needs, today D Medica offers a complete range of products and services. From consumables to large fittings, the strictest care is taken to ensure that everything that is selected meets all health and safety and efficiency criteria.