Who are Windsor Motors?
Established in 1964, Windsor has been supplying new and used cars to valued customers for many decades. The company has been built on providing the best quality, affordable cars, whether new or used, and the highest standards of customer service.
An industry leader in the Irish automotive industry, Windsor Motors has 15 dealerships in Leinster and Galway and holds franchises for major brands like Nissan, Opel, Peugeot and Mazda.
How did Windsor Motors want to improve their business?
Windsor Motors process tens of thousands of supplier transactions per year for both its dealerships and head office operations. The process was heavily paper based and all data was manually entered onto their ERP system. The process was slow, costly and invoice approvals were causing delays in the preparation of monthly management accounts.
When Windsor Motors first met with Convergent, the existing process was manual, inefficient and under pressure to keep up with the volume of invoices they were processing. Ian Moran, the Group Financial Accountant explains that, “Because our Accounts Payable team were under constant pressure and at full capacity, and with invoice volumes constantly increasing, we set out to find a solution that would automate and streamline this critical business function and empower our team to add additional value to the organisation. We also wanted a solution that could improve other areas of our business”.
What solution was implemented?
After a rigorous selection process, Windsor Motors chose Convergent’s Accounts Payable Automation solution. Ian recalls, that “we evaluated many solutions, including solutions from very well established brands and providers but because of the complexity of our business, we felt that only Convergent could offer us the flexibility and customisation we needed. The potential to expand some elements of the solution into other areas of the business meant we could maximise our investment and improve further. This ‘added-value’ element of their solution was a key factor in our decision to go with Convergent.”
The Convergent solution covered all the requirements of accounts payable but was also extended to include:
- A purchase requisition approval system
- A purchase order (PO) management system
The AP solution now provides the ability to:
- digitise all inbound invoices from all sites
- automatically recognise the invoice vendor and extract the required data from the invoice
- route invoices automatically to the original requisitioner for approval
- enable the approver to view all information and documentation related to the invoice including the P.O., order, delivery and supplier information, even on a mobile or web browser
- enable AP staff to add nominal and cost centre codes
- allow AP staff to push all approved invoice information to Windsor’s ERP via SQL integration
- eliminate the requirement for paper and email
- enable AP to view invoices by supplier, date, amount, nominal codes, location, approval state etc…
What was interesting or challenging about the project?
Commenting on this aspect of the solution Ian stated, “the visibility and control that we now have over not just AP, but our entire procurement process, since we rolled out Convergent’s solution is just fantastic. We anticipate that Invoice approval times will drop from weeks to hours which will improve internal control and greatly assist in the preparation of more timely & accurate management accounts. By creating time for our AP resources we will enable them focus more on reducing costs rather than processing them. But what is really interesting is what else we’re planning to do with Convergent’s platform solution to further improve the business. HR, operations and sales are now very much on our radar! We are very excited about the future potential of the solution.”