Climate Change Capital

“OnBase makes it easy for us to track invoices and payments. We can look up a supplier and not only see the status of the invoice, but we can see who has it and any notes or problems with it.”- David Briffa Financial Controller

“Now, we process 90% to 95% of our invoices faster than when we relied on a paper-based system.” - David Briffa Financial Controller

Climate Change Capital (CCC) invests in technology and organisations that help the environment. From wind farms to solar energy and beyond, CCC is dedicated to reducing carbon emissions through a variety of projects.

CCC has offices in different parts of the world, including its London headquarters, as well as China and the US.

As CCC grew its portfolio of projects and investments, its network of vendors and suppliers also increased. Although the company relied on an accounting application to track data and numbers, it had no way to track incoming invoices or paper.

* Frustrated suppliers frequently called to enquire when they could expect payment.
* Manually processing invoices was time-consuming and resulted in slow payments.
* Preparing for and conducting audits was not as efficient as it could have been.

The investor first turned to an application that was heavily linked to its accounting solution. A close review of that product, however, revealed its rigidity. If CCC wanted to make a change to its process - even as simple as adding or changing an invoice approver - the company would have to call the software developer to make the change. Instead, CCC designated representatives from its IT and accounting teams to find a better, more flexible, solution.

After reviewing multiple products, CCC ultimately found Twofold, an authorised OnBase solution provider. Twofold introduced CCC to OnBase for its ability to reduce manual processes across an organisation.

Before OnBase, CCC finance and accounting staff battled mountains of paper invoices. When the company received an invoice, it was either ink stamped with a date or logged in an Excel spreadsheet. The path the invoice followed from there depended on what project it corresponded to. Because of the company's diversity, not every invoice is paid in the same manner or goes through the same approval process.

Get more information out of existing business applications. Reduce, even eliminate, wasteful, redundant tasks. Now you can spend your time on the things that really matter. That's effective document and process management.

The manual paper shuffle made it easy to lose track of invoices and payment delays. “We weren't able to stay on top of tracking invoices like we should have,” says David Briffa, Financial Controller. “We couldn't efficiently (or easily) answer our suppliers when they called and wanted to know when they would be paid.”

Now, invoices are immediately tracked and scanned in OnBase. When suppliers call, they get answers. “OnBase makes it easy for us to track invoices and payments,” Briffa says. “We can look up a supplier and not only see the status of the invoice, but we can see who has it and any notes or problems with it.”

CCC set out to simply reduce invoice processing frustration, but reaped other benefits as well. “We didn't expect to see such a reduction in the time it takes us to process an invoice,” says Briffa. “Now, we process 90% to 95% of our invoices faster than when we relied on a paper-based system.”

Managers have more visibility into the process, too. This means delays, bottlenecks or other problems can be tracked - or even prevented - to keep the process moving. “At any point, I can see statistics of where invoices are and how they're being processed,” says Briffa. “That helps me measure and monitor our processes so we keep our costs as low as possible.”

OnBase brings CCC another benefit as well - smoother audits. Before, when an auditor would request a document, CCC staff would have to search through desks, folders and boxes to find it. This took employees away from their regular jobs and further slowed the payment process.

Now, with invoices and related documents in OnBase, Briffa can simply locate and e-mail auditors the documents they request. No more searching for paper that was accidentally misfiled means more efficient audits and fewer queries.

Your processes need to be flexible to keep up with competitors, trends and regulations. OnBase puts the power to make process changes in your hands. Point and click configuration means there is no need to call our developers when you want to make a change.

* Adapt the system to your business needs in real-time
* Expand the solution quickly across processes and departments
* Eliminate paper-based delays and costs with automated processing

Get more information out of existing business applications. Reduce, even eliminate, wasteful, redundant tasks. Now you can spend your time on the things that really matter. That's effective document and process management. That's the OnBase difference. Learn more at www.onbase.co.za