Digitalization of document management and accounts payable supplier process | ARXivar

The client company is a leading organization in the national dairy industry, recognized for the quality of its products and its ability to operate according to strict international standards.

Like many structured enterprises, it manages a high daily volume of orders, deliveries, transport documents, and invoices. All of this takes place within a process that involves multiple departments and requires coordination, accuracy, and speed.

The company’s objective was to take an evolutionary step toward a modern document management approach, capable of digitizing and streamlining operational processes, particularly those related to supplier payments.

The current model, although well established and supported by the ERP management system, relied on manual activities that took time away from employees and slowed down the accounts payable cycle. Purchase order creation, sending orders to suppliers, collecting delivery notes, goods receipt checks, invoice verification, and payment approval followed a process in which information was exchanged through paper documents, unstructured emails, or repeated checks across different departments. The entry of documents into the management system was handled by each department, as was the verification of consistency between purchase order, delivery note, and invoice. This was a critical step to avoid errors, disputes, and payment delays.

In this context, the decision to implement a structured supplier workflow digitalization through the ARXivar platform arose from the need to reduce low-value activities, eliminate information silos, and introduce a digital flow capable of accompanying every document throughout the entire cycle.

The transformation begins with the automatic creation of a digital supplier dossier, where purchase orders, delivery notes, invoices, and all related documents are collected in an organized way. ARXivar captures purchase orders generated in the ERP system, retrieves their metadata and content, and then automatically archives them and sends them to suppliers according to the company’s defined methods, freeing operators from repetitive and non-strategic tasks.

Using the same approach, delivery notes are also organized and linked to the corresponding purchase orders via barcode matching or digital capture, ensuring full process traceability. When the invoice arrives, the system is already able to match it with the relevant documentation and trigger automatic consistency checks. It flags any discrepancies to the relevant departments and generates timely notifications for each step.

All of this converges at the key stage of payment approval. At this point, ARXivar acts as an orchestrator, providing finance and administration teams with a clear overview of due dates, priorities, and invoices that are actually ready for payment. The administrator receives only invoices that have already been verified, along with immediate visibility into their status and a fully traceable workflow that enables fast, informed decisions. Once the payment is approved, the platform transfers the information to the ERP system and the banking platform, guiding the company through to the final recording of the transaction.

The five benefits achieved through the digitalization of the supplier workflow are:

• Full automation of the accounts payable cycle, eliminating manual activities and paper-based processes that previously slowed down administrative operations.
• Automatic creation of a digital supplier dossier, centralizing purchase orders, delivery notes, invoices, and related documents, improving traceability and control.
• Reduction of errors and inconsistencies, thanks to automated consistency checks between purchase orders, delivery notes, and invoices, as well as notifications to the relevant departments.
• Greater speed and transparency in approvals, with finance and administration teams now having immediate visibility of invoice status and due dates.
• Optimized payment process, supported by a fully digital workflow that accompanies each document through to final posting, improving efficiency and punctuality toward suppliers.