Document Efficiency for the Food Industry

Revolutionizing Food Industry Document Management with SysConnect at Superior Seafood

Superior Seafood, a Grand Rapids, Michigan-based company with over 50 years of experience, serves more than 2,000 retail and foodservice customers across the Midwest, processing 360,000–400,000 forms annually, including invoices and Proofs of Delivery (PODs). Manual document workflows, reliant on multi-part forms and dot matrix printers, were inefficient, error-prone, and costly, hindering operational efficiency. Through a partnership with FabSoft’s reseller, Applied Imaging, Superior Seafood implemented SysConnect and OnBase Document Management System (DMS), transforming its document management processes. This comprehensive guide explores how SysConnect streamlined invoice and POD workflows, reduced costs, and enhanced accuracy, positioning Superior Seafood as a leader in food industry efficiency.

Challenges of Manual Document Management

Superior Seafood’s manual document processes posed significant challenges. The company printed 360,000–400,000 invoices annually on three-part forms using slow dot matrix printers, requiring manual bursting, collating, and routing. Upon delivery, customers signed PODs, which were collected and manually matched to manifests, a process taking 5-10 minutes per document. For 1,000 documents daily, this consumed 5,000–10,000 minutes (83–167 hours), costing approximately $480,000–$960,000 annually at a $20 hourly rate. Credits and returns required additional manual entry into the AS400 system, printing, and filing, further increasing labor costs. All documents were stored in file cabinets, making retrieval time-consuming and error-prone, impacting customer service and operational efficiency.

Solutions Implemented by Superior Seafood

Superior Seafood adopted FabSoft’s SysConnect, integrated with OnBase DMS and high-speed copy machines, to eliminate manual workflows. SysConnect captured print streams from the AS400 system, created electronic files, and printed professional-looking invoices and PODs to copy machines, replacing multi-part forms and dot matrix printers. Each invoice and POD included unique barcodes, enabling automated archiving and retrieval in OnBase DMS.

Upon product delivery, signed PODs were scanned, populating keyword values (e.g., invoice number, customer ID) for archiving in OnBase DMS. These keywords enabled instant searches, streamlining retrieval. Credits and returns were entered into the ERP system, with SysConnect automatically printing and archiving them to OnBase DMS. A weekly exception report identified missing documents, ensuring accuracy. Supporting documents were cross-referenced or imported automatically, reducing manual effort and errors.

Benefits of SysConnect for Superior Seafood

The implementation of SysConnect and OnBase DMS delivered transformative benefits:

• Eliminated Multi-Part Forms: Replaced costly multi-part forms and dot matrix printers, saving time and material costs.
• High-Speed Printing: Produced professional-looking forms with copy machines, enhancing document quality.
• Automated Archiving: Barcoded documents were scanned and imported to OnBase DMS, ensuring seamless storage.
• Instant Access and Search: Keyword searches provided instant document retrieval, improving customer service.
• Storage Cost Savings: Electronic archiving eliminated file cabinet expenses, reducing storage costs.
• 100% Accuracy: Streamlined processes minimized errors, boosting productivity and cash flow.

Quantifying the Impact

The financial and operational impact was substantial. Manual processing of 1,000 documents daily at 5 minutes each consumed 5,000 minutes (83 hours), costing $480,000 annually at a $20 hourly rate. SysConnect reduced this to 250 minutes daily (4 hours), saving over $450,000 annually. Additional savings from eliminated multi-part forms, paper, and storage costs further enhanced ROI. The automated archiving and retrieval system improved customer response times, ensuring timely invoice processing and delivery confirmations, boosting cash flow and customer satisfaction.

Getting Started with Document Automation

Superior Seafood implemented SysConnect with a phased approach, starting with invoices and PODs. The solution integrated seamlessly with AS400 and OnBase DMS, requiring minimal setup. Staff were trained on the user-friendly interface, and performance metrics (e.g., processing time, error rates) were monitored to optimize workflows. This approach delivered immediate results, with plans to scale to other document types like credits or inventory reports, ensuring sustained efficiency gains.

Broader Implications for the Food Industry

Superior Seafood’s success highlights SysConnect’s potential for broader adoption in the food industry. By automating document workflows, companies can streamline supply chain operations, reduce costs, and enhance customer service. The solution’s scalability and integration capabilities make it ideal for high-volume operations, supporting growth in a competitive market.

Conclusion

FabSoft’s SysConnect and OnBase DMS transformed Superior Seafood’s document management, processing 360,000–400,000 forms annually with efficiency and accuracy. By eliminating manual processes, reducing costs, and enhancing accessibility, this solution empowered Superior Seafood to thrive in 2025’s food industry.

How does document capture improve food industry efficiency?

Document capture automates manual processes like invoice printing, bursting, and routing, eliminating time-consuming tasks. It reduces processing time from 5-10 minutes per document to seconds, saving thousands of labor hours annually while improving accuracy and operational efficiency.

What types of documents can be automated in food operations?

Food industry document automation covers invoices, Proofs of Delivery (PODs), purchase orders, inventory reports, credit memos, and compliance documentation. These high-volume documents benefit most from automated capture, processing, and routing workflows.

How much can food companies save with document automation?

Companies processing hundreds of thousands of documents annually can save $480,000-$960,000 in labor costs alone. Additional savings come from reduced printing, storage, and error correction expenses while improving cash flow through faster processing.

What integration capabilities are needed for food industry systems?

Document automation solutions must integrate with existing ERP systems like AS400, inventory management platforms, and customer portals. Seamless integration ensures automated data flow without disrupting current operations or requiring system replacements.

How quickly can food companies implement document automation?

Implementation typically follows a phased approach, starting with high-volume documents like invoices. Most companies see immediate results within weeks, with full deployment across all document types completed within 3-6 months depending on complexity.

What are the compliance benefits for food industry document management?

Automated document management ensures consistent audit trails, improves regulatory compliance tracking, and provides secure archival systems. This reduces compliance risks while enabling faster response to regulatory inquiries and customer documentation requests.