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Catherine Cane09-May-2024 13:20:204 min read

Customer Spotlight Q&A with County Building Supplies and inDocs

 

county building supplies

Can you give a background of your business?  

We've been in business since 1987, starting with one branch in Malvern. Since then, we’ve experienced remarkable growth, expanding to 16 locations across Herefordshire, Gloucestershire, Monmouthshire, Warwickshire, and Worcestershire. Most of our sites offer building supplies, but we also have some specialist heating and plumbing merchants, kitchen and bathroom showrooms and an underfloor heating branch.   

 When did you start using iQ?  

In 2016, we moved from Intact Vline to Intact iQ. We felt the features, information, and visibility of iQ would be a real benefit to us and would offer a better window into our business and processes. It was a pivotal turning point. Implementing iQ enabled us to streamline operations, enhancing our efficiency and productivity. iQ sustained our growth and success and meant our aspirations became tangible achievements!  

What were you doing before inDocs? 

Before inDocs, managing documents like purchase invoices and accounting records was an extremely arduous task for us. The existing process relied on handling raw Electronic Data Interchange (EDI) files received from suppliers. Going through these files was incredibly time-consuming and left plenty of room for human error when we were manually entering data. We also had to utilise a separate system of QR code stickers to physically label and track document locations. This disjointed, multi-step process was inefficient and prone to mistakes. Sticking QR codes on paper documents that could then get lost, misfiled or damaged created many ongoing headaches. When we adopted inDocs, it facilitated a profound transformation in how we managed the entire purchasing and accounting document lifecycle. The key enabler was inDocs' powerful Optical Character Recognition (OCR) technology. This allowed us to seamlessly digitize purchase invoices and other financial documents by simply scanning them into the inDocs system. This centralized, automated approach replaced your previous fragmented processes of handling EDI files and QR code labelling. We went from a highly manual, error-prone workflow to an extraordinarily streamlined one powered by inDocs OCR processing capabilities.  

What made you go with inDocs?  

Choosing inDocs was an easy decision for us. We were drawn to the prospect of saving both time and money, which made it a clear choice. Plus, the idea of eliminating the need to store countless hard copies of documents was very appealing. The space-saving aspect was also a bonus that we eagerly welcomed!  

How much time have you saved with inDocs? 

Reflecting on our 18-month journey with inDocs, the impact it's had on our efficiency and productivity is undeniable. While quantifying the exact time saving is difficult given the various workflows and processes involved, we can confidently say that inDocs has helped us save somewhere between 100-120 hours per month collectively across our teams. 

This substantial time savings represents a significant boost to our overall efficiency and output. By automating and streamlining numerous document-related tasks, inDocs has alleviated our teams from tedious, manual document management processes. The hours that were previously consumed by creating, editing, sharing, and organising documents have now been freed up, allowing us to redirect our focus toward more strategic and high-impact initiatives. In essence, inDocs has proven to be a powerful catalyst for our organisation's growth. It has empowered us to work smarter, not harder, by streamlining processes and optimizing our time investment. As we continue to leverage the capabilities of inDocs, we are confident that it will continue to play a pivotal role in driving our efficiency, productivity, and overall performance to new heights. 

What are the benefits of having inDocs?  

With inDocs, we’ve gained an invaluable capability that has truly revolutionised our document management processes. The seamless integration between inDocs and Intact iQ has opened a world of possibilities, allowing us to effortlessly connect any desired document with its corresponding item in our iQ system. One of the most significant benefits we've experienced is the enhanced efficiency in our daily operations. Gone are the days of manually sorting through piles of paperwork or endlessly searching for that elusive document. Now, our team can simply scan a document, and within seconds, it's seamlessly linked to the item in iQ. This has not only saved us countless hours but has also eliminated the risk of misplaced or lost documents, ensuring that we always have the information we need at our fingertips. Perhaps most importantly, inDocs has empowered our team with a sense of confidence and control over our document management processes. The brilliant integration with iQ has simplified what was once a complex and time-consuming task, allowing us to focus our efforts on more meaningful and impactful work. Without a doubt, we would highly recommend inDocs to any iQ user seeking to optimize their document management processes, enhance efficiency, and drive organisational success. The combination of inDocs and iQ has been a game-changer for us, and we are confident that it will continue to deliver tremendous value!  

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Catherine Cane

In October 2023 I joined the team as part of Intact’s Graduate Programme. My academic journey began at the University of Liverpool, where I studied English Language and Literature. Feeling that one degree and three years in Liverpool weren't enough, I stayed and earned a Master's degree in Creative and Critical Writing. During my studies, I wrote for various platforms, including a student newspaper, blog articles for a famous Liverpool attraction, and even directed a play. I knew I wanted to pursue a career where I could write daily, leading me to explore the world of content marketing. At Intact, I write blog articles for our website and campaigns, compile and write content for our customer newsletter, and manage our social media channels. I’m committed to creating credible, trustworthy content, and nurturing the sense of community among our customers and staff. I enjoy the fast-paced nature of my work, where each completed task is followed by ten uncompleted ones. One of the most rewarding aspects of my job is the opportunity to collaborate with colleagues, seeking their insights and knowledge for fresh and valuable content. Outside of work, I’ll be at the gym, out for a run (jog), or exploring markets in London with friends.