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Online document processing streamlines operations

September 2007 by Marc Jacob

Founded over 40 years ago, Blue Arrow is one of the UK’s largest recruitment businesses providing specialist recruitment services in the office, industrial, catering, driving and construction industries. It is part of The Corporate Services Group – a leading provider of staffing solutions, with established operations across the UK, the USA, Australia and New Zealand.

Blue Arrow operates through a network of 150 specialist sector branch locations, on-site staffing operations, call-centres and online. It delivers a diverse portfolio of innovative recruitment and staffing processes, technology and expertise that is tailored to specific client needs.

With a portfolio of clients ranging from small and medium enterprises through to the largest multinational corporations, Blue Arrow has established an enviable reputation for innovation in the industry. It consistently strives to deliver the highest standards to meet client requirements for cost effective staffing solutions.

e-Docs UK has been working with Blue Arrow since 1989 when it installed microfilming systems to improve the processing of timesheets and invoices. This was upgraded to a CD-based solution to improve the printing and matching of timesheets using e-Docs UK’s bureau-based scanning and indexing service.

With more than 15,000 timesheets being completed each week, Blue Arrow wanted to speed up the process of transferring the data from branches throughout the UK to the accounts department at its Luton-based head office. The company also wanted to improve the way that invoices and timesheets were matched in order to achieve faster billing to clients.

e-Docs UK recommended a web-based solution whereby all timesheets would be despatched from Blue Arrow branch locations by courier or post for scanning and indexing within eight hours of receipt. This data is then loaded onto DocHaven, e-Docs UK’s secure online repository that uses twin-mirrored servers deployed at different locations to provide N+1 resilience.

Electronic invoice files are also transmitted from Luton each week and loaded onto DocHaven for processing. Timesheets are automatically appended to the invoices and distributed direct to Blue Arrow’s clients. At present, everything is printed but they can be sent by email as a PDF attachment or directly in XML format if required.

The e-Docs solution provides Blue Arrow with an instant view of all invoices and timesheets relating to every client. Authorised Blue Arrow staff, based at head office or at any one of the branches, use DocWorks, a state-of-the-art document retrieval solution, to achieve rapid access to this information twenty four hours a day, seven days a week from any PC with internet access. The web-hosted solution updates the cross referencing whenever files are loaded enabling Blue Arrow to find information faster and speed up the debt collection process. It is envisaged that in future, larger clients will also be given access to the system to get a clearer view of their accounts.

According to Beverly Sage, Head of Credit Services, of Blue Arrow: “The billing improvements achieved through working with e-Docs UK have enabled us to streamline our processes, make administrative savings and assist in reducing the number of debtor days. What is more, Blue Arrow is now ready to adopt e-billing for all clients that require it.”




    

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