Le Bureau des Métiers digitises supplier invoices management and approval with M-Files
500 supplier invoices remotely managed and approved per month = day-to-day and during audit time savings
PARIS, France – 19 Decembre 2023— M-Files, the leader in knowledge work automation, today announced that Le Bureau des Métiers, employers’ center for building contractors in the canton of Valais in Switzerland, has chosen its knowledge work automation platform to digitise supplier invoices management and approval as a first step, with a view to eventually extending it to all paper flows.
Le Bureau des Métiers assists some 2,000 businesses and 1,000 self-employed people, professional associations and social security funds with their administrative tasks: payroll accounting for 17,000 workers, training, and accounting for 80 associations and various institutions that have given it their mandate.
Professionalize the processing of invoices
Gradually, the number of mandates increased and today, managing the accounts of 80 associations represents a volume of 500 invoices per month. Le Bureau des Métiers’ Finance department wanted to modernize the manual processing of these invoices.
On the advice of the Swiss company OneSolutions, which is assisting it with its digital transformation, Le Bureau des Métiers has chosen the M-Files metadata-driven document management platform: it is simple, easy to configure and the first tests were successful.
OneSolutions developed a connector enabling automatic exchanges between the Abacus ERP used for accounting and M-Files.
Invoices are automatically transferred to a recognition solution (SmartInvoice) which identifies the issuer of the invoice, the month, the amount, the entity concerned and other key information, recorded as metadata.
Invoices are automatically recorded in M-Files, and a validation workflow ensures that they are approved by the right people until they reach the accounts department for payment. Only authorised personnel can validate invoices sent to the Abacus creditor module at the click of a button.
The result is an accounting entry in the Abacus ERP. The payment status appears in M-Files.
SMS notifications for association chairmen to validate invoices
A text message alerts association chairmen that a document is awaiting their approval, which they can do directly from their smartphone. This saves days compared with sending invoices by post, or having to go to the presidents’ offices to get their signatures for approval.
Easier audits
Auditors can easily and instantly access up to date and high quality data that is processed once, automatically, with no risk of human error. Access rules management enables signatures to be certified.
“Today, M-Files is the first application I open every morning. It allows me to supervise all the payments and it’s a real plus for the end-of-year balance sheet. Eventually, I’d like all Le Bureau des Métiers’ paper document flows to be digitised, recorded in M-Files and managed by workflows: salary statements, correspondence from the associations, supporting documents for allowance recipients and debtor invoices,” said Olivier Arnold, Head of Finance at Le Bureau des Métiers.
“We see M-Files as an information orchestrator and we interface it into our customers’ ecosystems. To limit the number of manual transactions, we are developing connectors to inject the information contained in M-Files into business applications. M-Files makes it possible to centralise information and automate its processing – the perfect combination for a successful digital transformation,” said Alexandre Oliveira, Head of Offering IIM at OneSolutions.
“We are very pleased to help Le Bureau des Métiers in its digital transformation journey and to speed invoices management for 80 associations. With M-Files, employees find information faster, work smarter, and achieve more.” said Nicholas Child, Regional Vice President at M-Files France.
About M-Files:
M-Files is the leading platform for knowledge work automation. With the M-Files platform, knowledge workers can find information faster, work smarter, and achieve more. M-Files features an innovative metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This enables customers to eliminate information chaos, improve process efficiency, and automate security and compliance. For more information, visit www.m-files.com.
About Le Bureau des Métiers:
Created as a permanent secretariat for carpenters and plasterers, Le Bureau des Métiers is an employers centre that brings together building contractors in the canton of Valais in Switzerland: plasterers, carpenters, electricians, metalworkers, landscapers, cleaners, building technicians, stove and smoke fitters, chimney sweeps, etc.
Le Bureau des Métiers helps and supports about 2,000 businesses and 1,000 self-employed people, as well as professional associations and social security funds, who place their trust in it for all the day-to-day tasks and issues facing craft businesses today. Simplifying administrative constraints is its first mission.
About OneSolutions:
OneSolutions advises and supports companies in their digital transformation, software integration, project management and implementation, as well as providing post-project support.
Its goal: increase their performance through digital transformation by connecting individuals to foster exchanges, collaboration, automate processes and take advantage of mobility.
OneSolutions has been an official M-Files partner since 2017, and has over a hundred M-Files projects to its credit. With an office in Grenoble, OneSolutions is also active with M-Files in France. Its approach is to meet users’ immediate needs and then expand its scope over time.
