Efficiency, agility and digital transformation
WAIDOK and Konica Minolta drive financial transformation of Fundación Rey Ardid
Fundación Rey Ardid, located in Spain, is a non-profit organization founded in 1991, dedicated to the attention, care and integration of vulnerable people, especially in the field of mental health.
Over more than 30 years, it has expanded its work by offering services in mental health, care for the elderly, training and employment, social integration and social enterprises, always placing the person at the center of its actions.
It currently has nearly 1,800 professionals and more than 180 volunteers, serving more than 15,300 people a year in Aragon, La Rioja and other regions, consolidating itself as a benchmark in inclusion and social welfare.
The challenge
The Foundation handled an extraordinarily high volume of administrative documentation:
- More than 1,000 invoices per month
- More than 4,000 active suppliers
- Most of the invoices were still arriving in paper format
Despite receiving invoices in digital format, they were printed out for archiving, creating a physical filing system that was very difficult to manage. Locating a particular invoice could waste considerable time for finance staff.
“It was impossible to search for information on invoices because of the sheer volume of paper. The finance staff wasted a lot of time in locating a document.” - Daniel Berdiel Gotor, Head of IT Systems, Fundación Rey Ardid, Spain
The need was clear: eliminate paper, organize all the documentation and radically streamline the invoice accounting process.
The solution: WAIDOK
Fundación Rey Ardid was already working with Konica Minolta in the area of printing, with between 30 and 40 multifunctional devices in its centers. Through the distributor Automatización y Control Empresarial, SA (Acesa) they learned about Waidok, Konica Minolta’s document management solution.
The decision was straightforward:
“We didn’t look for more tools on the market. We trusted our supplier and Waidok surprised us with the ease of the accounting process.” - Daniel Berdiel Gotor, Head of IT Systems, Fundación Rey Ardid, Spain
What is WAIDOK?
Waidok is Konica Minolta’s document management solution designed to capture, organize and store all of an organization’s data and documents on a single platform.
- Complete document lifecycle management: Waidok manages from document capture to archiving and disposal, ensuring consistency.
- Automation: Intelligent workflows and advanced OCR with AI reduce manual tasks by extracting key data and accelerating approvals.
- Security and compliance: Version control, full traceability and auditing to ensure legal compliance.
- Efficient collaboration: Centralized, accessible and secure documents for all areas.
Easy installation and constant support
The implementation was a collaborative process between the Foundation, Konica Minolta and Acesa, with several customization sessions, technical adjustments and training, ensuring a smooth transition.
The Foundation highlights:
- Proximity of technical support
- Continuous availability
- Joint work on customization
- Absence of incidents after start-up
Results obtained
- Paper reduction and total digitization of the process: Invoices are now received by e-mail or digitized directly from Konica Minolta equipment, reducing physical archiving and handling times.
- Information sorted and accessible in seconds: Waidok makes it easy to classify and locate documents, which is essential for managing the organization’s more than 4,000 suppliers.
- Faster accounting: The finance department highlights a clear improvement: “We have noticed a very significant agility in the accounting processes.”
- Seamless integration with the printing infrastructure: The Konica Minolta/Waidok MFP workflow has completely simplified document processing.
- High usability and user satisfaction: The teams adopted the tool quickly: “The usability is very good. The information is tidy and work has become much more agile.” - Daniel Berdiel Gotor, Head of IT Systems, Fundación Rey Ardid, Spain
Daniel Berdiel Gotor
Head of IT Systems, Fundación Rey Ardid, Spain
“With the work and collaboration of Konica Minolta, Acesa and Rey Ardid, we have obtained a tool that is really helping us. Waidok has made our work much easier, especially for the finance department.”
Relationship and future
The project could become an internal benchmark for digital transformation. Waidok is currently implemented in the Finance area, although other departments may adopt the tool for their use cases in the future.
“When other departments see how our process has improved, they will surely want to adopt it.”
Fundación Rey Ardid has taken a decisive step in its digital transformation by implementing Waidok. The result: more efficiency, less paper, faster processes and a solid foundation for further progress in the foundation’s overall digitization.
Summary of the Customer Case
Challenge
- Eliminate paper
- Manage more than 1,000 invoices per month
- Reduce search times
- Increase productivity in the finance department
Solution
- Implementation of Waidok as a document manager
- Integration with Konica Minolta multifunctional devices
- Intelligent digitalization and classification
- Automation of accounting flows
Advantages
- Elimination of physical archiving
- Streamlined accounting
- Orderly and accessible information
- Increased user satisfaction
- Solid basis for expansion to other areas