P. Clarke and Sons Ltd, has been trading in construction industry since 1930. With in-depth of experience and expertise in building business, company has expanded branches across Ireland and more recently England, and became one of the leading suppliers and contractors in the construction industry in Ireland.

The Problem
P. Clarke and Sons Ltd have in the region of 30 different contracts running at any given time and processing over 2,500 invoices per month, all invoices must be passed to the relevant Quantity Surveyor or Site Foreman who has located in different site offices via posted or faxed for approval.

About 20% of all documents sent to site have been lost, mislaid, duplicated, under pay and over pay often occurs due to incorrect invoice raised. Paperwork was being filed, retrieved and re-filed many times during the process, and supplier invoices paid late as a direct result of administration constraints.

Our Solutions
Having looked at various options, Clarke’s decided to choose Adest Accounts Payable Solution mainly handling Purchase order and invoice approval.

All documents are now been processed electronically once they are received in the central office. Paper format documents are scanned into Adest, electronic format documents can be directly pull over from their existing software package for filing or indexing, A unique number is automatically created after indexing and pulled across all the relevant indexing fields, hence saving on duplication of entry or documents.

All invoices related to a specific project number can be grouped together and emailed or faxed directly to the relevant site office for approval, once invoices are approved, it notifies accounts personnel the status of any invoice at real time, authorised user can easily perform a search directly from any site office.

All electronically stored documents are available for user to access, retrieve and manipulate, registered access level for site officers ensure right documents only available to right personnel.

Business Benefits

• Fast Payment Approval -Dramatically reduced number of steps in payment approval processes, fast turnover
• Release large feet of office space
• Labour Savings - staff spend much less time locating missing documents, inputting into accounting package, whereas they can concentrate on core business.
• Improved documents visibility and traceability.
• Improved Customer Service and Records Control – instantaneously handle queries and requests for copies of invoices, and this translates into the response time to customers significantly reduced.

“All our staff quickly becomes familiar to the system due to the user friendly nature. It has been the one investment made that appears to have done exactly what it set out to do. Save Time, Save Cost, Save Space”.                                           Catherine Moore, Group Accountant