A more centralized and efficient way of managing documents

Minimart is a chain of convenience stores with a presence in Sofia, Plovdiv, Burgas, Stara Zagora, Pleven, and other locations in the country. The Bulgarian company BGK AD, which brings together experienced experts and investors with years of experience in the retail sector, stands behind the brand. A team of specialists is involved in the development of the chain, actively applying advanced strategies and innovations for its successful expansion. In less than two years since its launch, Minimart now has over 160 stores, positioning it as the largest convenience store chain in the country. The company plans to firmly maintain this leadership position by investing in and doubling its number of stores in 2025 to 300 and adding new cities to its coverage map.

What problem are you trying to solve by implementing digital processes? One of the main challenges was decentralized document management, approval and sign-off. The goal was to avoid the chaos of fragmented management of different document types such as invoices and contracts. Thanks to the M-Files platform, we automated the processes and enabled employees to quickly find the information they needed. Implementing digital processes based on M-Files has improved the efficiency of our business processes by reducing document search time and facilitating collaboration between teams.

M-Files allows us to centrally manage the document flow, making it easy to search and access documents. The platform offers the ability to integrate with our ERP system, providing a single point of access to all files and documents. Furthermore, M-Files allows for the setup of automated workflows, which streamlines business processes and improves efficiency. Access to documents and files at any time and from any device increases business process flexibility.

How are they integrated into your business? M-Files allows us to electronically record and manage the expense approval process, providing traceability and transparency. All expense claims are logged electronically, ensuring full traceability of the process from request through to approval and payment. We have the ability to approve expenses from both inoffice and mobile devices, increasing the flexibility and speed of the process.

The automated invoice data extraction solution uses machine learning to extract the necessary information, reducing the risk of human error in data entry. This speeds up invoice processing by extracting and validating data automatically. This integration facilitates the extracted data transfer to our ERP system for further processing.

The use of digital processes and the partnership with Konica Minolta Bulgaria has brought us many benefits:

• The automation of routine tasks and the digitization of documents have significantly increased efficiency by reducing processing time and minimizing errors.
• We have improved workflow flexibility, allowing employees to work from anywhere at any time.
• We have reduced costs. And digitization allowed us to reduce the need for paper documents and the associated costs.

Yes, we would recommend you for the following reasons:

• You provide innovative and effective solutions that significantly improve business processes.
• You provide excellent support and communication throughout the implementation process and beyond.
• Your solutions result in real and measurable improvements in the efficiency and productivity of organizations

We have learned to manage projects more efficiently thanks to a structured approach. We have seen how innovation and flexibility can improve business processes.