Automating the invoicing workflow

Capital BAY GmbH logo

Automating the invoicing workflow

Automating the invoicing workflow

Capital BAY GmbH is a full-service property investment company. Thanks to full vertical integration of all value-adding units, Capital BAY systematically visualises the entire added value chain of real estate. This complete integration is also reflected in the co-developed digital tools, which are tailored specifically to the added value process and operate on an automated basis. Capital BAY today not only uses the high-performance ECM solution from Konica Minolta to archive several thousand tenant records, but also benefits from the transparency and speed of information offered by the solution to secure efficient procedures at its five locations.


Automated from the very beginning

As a result of rapid company growth, Capital BAY, an investment company with operations throughout Germany, faced the challenge of designing its business processes to be highly efficient, audit-compliant and future-oriented. With more than 85 employees at its locations in Berlin, Hamburg, Munich, Nuremberg and Leipzig, the company manages assets totaling more than €1.7 billion.

Thanks to the introduction of automated incoming invoice detection, in connection with other modules and release procedures, this concept was realised with Konica Minolta within a very short time. A high degree of standardisation and fast processing were therefore achieved.


Ensuring a dynamic start

The explicit aim of Capital Bay GmbH was rapid implementation of the project to provide support for the company's growth through digital processes as soon as possible. Following the definition of requirements and drafting of a target concept together with an ECM consulting specialist from Konica Minolta, this was approved by Capital Bay as the basis for the project at the end of November 2016.

The go-live of the first milestone, digital invoice processing, already took place at the start of February and was then further refined in the subsequent months. Archiving of tenant and property data was implemented in parallel to this.


Auditing security and process monitoring

Due to the decentralised Citrix-based IT infrastructure with connection to the external data processing center, implementing a platform independent ECM solution was a key criterion for Capital Bay besides the legal requirements of audit compliant archiving.

In addition to this, an open programming interface was required in order to connect other applications so that end-to-end internal processes can be designed and any duplicate data storage or constant jumping between the software systems can be avoided. To continue catering to the dynamic development of Capital Bay, regular meeting days were agreed between the two project managers to define new requirements for fast implementation by the team of ECM developers at Konica Minolta.


High degree of employee acceptance

A one-to-one transfer of the company structure already being “lived out” simplified the introduction of the ECM system for the workforce, which facilitated fast acceptance. Today, clear archive structures make the whole process much easier for employees and enable a “logical” connection in daily life. The networking of individual information enables employees to find the information they require much faster via the archive structure or using search functions.


What are the next steps?

Numerous additions to the ECM system are set to be implemented in the coming months. These include, for example, mapping of transaction management for purchasing real estate including workflows, purchasing and controlling operating materials and contracts, as well as mass import of old files and integration of further third-party systems.



Challenge

  • Archiving several thousand tenant and apartment records
  • Taking into account audit and approval guidelines


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Solution

  • Digital incoming invoice management
  • Groupware collaboration
  • Authorisation design


Advantages

  • Efficient, transparent procedures
  • GoBD-compliant archiving
  • Information management


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