Case Study: Scanning Corporate Accounts Receivable Files The Situation A global medical supplies corporation consolidated several Accounts Receivable departments into one office, and quickly realized that their chargeback and collections teams needed new tools. Every day, several hundred chargebacks were reconciled and filing the documentation, sending copies to the customers, and retrieving copies for internal use in collections was a nightmare. They were drowning in paper and losing thousands of dollars in uncollectible chargebacks simply because they could not find the supporting documentation. The external auditors reported deficiencies in internal controls every year for missing chargebacks and credit memo documentation. The Challenges The corporate IT team was maxed out and could not support this project. Outsourcing was the only solution. Since this project came directly out of the departmental budget, cost was a concern, but not at the expense of quality service. The staff working with the files spanned the range of technical aptitude, from power users to those who struggled to get their PC turned on in the morning. Any solution needed to be simple enough that adoption rates did not suffer. The Solution At the end of each work day, the files are now packed and picked up by National Scanning. They are scanned and available online by the end of the following business day. Document distribution (mailing copies) is handled by National Scanning as well, removing a huge burden from the staff. Many customers are now opting to receive their credit memos and add-bills electronically, reducing the mailing costs associated with the project. Customers now have their copies within 48 hours of the item hitting their statement, a process that used to take more than a week. A document audit is performed by National Scanning each day to ensure that every credit memo and chargeback is accounted for and scanned. This helps the client serve their customers better, and received a positive endorsement from the outside auditor. The Outcome Every deficiency in the documentation process has been addressed and improved. Staff in multiple departments now have instant access to files, and they know that when the file is needed it will be their. Customers receive their copies in a timely manner. Management knows that they will not raise audit flags. Filing, copying, and mailing time has been eliminated, saving more than two hundred staff hours per week. As a true testament to our services, the Customer Service and Shipping departments at the 16 nationwide locations of this customer are now moving to having their files scanned by National Scanning as well. National Scanning works with companies of all sizes to scan AR documents, Accounting records, and other corporate files and make them available securely online. Read more about our accounting record scanning services, and contact us to discuss your accounting record scanning project. Footnote: National Scanning respects the privacy of our clients and does not include the company name in case studies. Please contact us and we will be happy to put you in touch with the client to discuss the advantages of scanned documents and to share their experience with us.
 Related Services Related Blog Posts
Thank you for the opportunity to work together.
 Contact us online about our scanning services or call (888) 211-1797 for more information
|
(888) 211-1797 
Can't find what you're looking for? 
Our Locations
Scanning Services | Medical Records Scanning |
Litigation Support | Document Management