A major advertising agency provides various services for several international customers. One of the services provided is producing advertisements for phone books. Typically, the agency would print out an invoice for the advertisement and then print out the artwork associated with the advertisement invoice. An employee would cut the artwork with scissors, paste it onto the invoice, and mail the invoice to the client for approval. This manual process was found to be quite tedious and the advertising agency was in need of a more efficient solution.
Solutions Implemented By The Advertising Agency
To terminate their current manual document workflow, the advertising agency went with FabSoft’s Reform VDP Solution and ECM solution. Reform now captures their invoices, automatically retrieves the corresponding artwork from a directory, attaches it to the invoice, and stores it for internal review. Once approved, the invoice can be emailed or faxed to the customer or archived to a digital archive system using ECM.
Often times, artwork is quite large and made delivery difficult in the past. With this solution, invoices can be sent to ECM and stored in an electronic archive system with the customer’s name. With appropriate permissions, the customer can then access the invoice from a document management system. Furthermore, should invoices need to be referenced in the future, employees can pull up the document from the online system rather than spend unnecessary time searching through file cabinets.