Windsor Motors, established in 1968, is Ireland’s largest motor retailer with a turnover of €185m and over 300 staff. Windsor Motors has 8 dealerships throughout Ireland, and has been a major force in the Irish motor industry since its inception.

The Problem

Windsor Motors operates in rising cost Motor industry, incorporate innovative technology to company’s business processes is the critical factor to increase the competitiveness, Windsor Motors need to address their key business requirements primarily in accounts payable department.

All Supplier Invoices were received, processed, filed and stored in paper form, which created pressure upon limited space and labour resource:

• Remote sites cannot share the important documents
• Inefficient approval process –all invoices must be passed to branch manager for approval
• Large volume documents occupy valuable office space and consume sustainable manual input
• Paper based system can not cope with high level of the security and business resumption

Our solutions

Windsor Motors implemented a classical Adest Accounts Payable solution. All invoices are received centrally to the Windsor Motors Head Office and posted into their dealer management package –‘Avonbrook’ Software, the unique invoice reference is then created in the form of a barcode which is subsequently attached to the relevant invoice.

At this point, all invoices are automatically scanned into Adest by using the barcode module, documents filed or indexed into the relevant category, then uploaded to the central server without manual interference, where they are made immediately available for viewing and on-line approval by the appropriate branch manager.
Our routing capability ensures each remote site office will receive an alert message via email to notify the user to log onto the system, where he will be immediately taken to the location of the scanned document. Once the invoice has been approved, it is automatically stamped with the date, the approved status and the approver’s name, thus confirming the complete status of the invoice payment.

Business Benefit

• Fast Approval -Dramatically reduced number of steps in payment approval processes such as, passing invoices to managers for approval, searching for and retrieving invoices, refilling, query resolution and sorting invoices
• Reduced Operating Costs -branch managers can log in and approve online. Stationery and labour costs have also been reduced to 1/3
• Audit Trail / Traceability - Improved visibility and control of the business
• Space saving - Reduced pressure on office space
• Measurable financial payback by the second year

“We chose Adest because of its simplicity and user-friendliness and how easily it can be integrated with our existing dealer management system. Not only has it improved overall efficiency, it has and given us a greater ability to track the invoices through the approval stages”.                                               Robert O’Neil, MIS Manager