Aluflexpack
M-Files Improves Invoice Process for Manufacturer
Highlights
- Connected content in a single point of access
- Invoice approval time reduced from days to minutes
- Seamless integration with an ERP system
Use Case
Digitalization
Invoice Processing
Process Management
Version Management
Workflow Automation
Industry
Manufacturing
Country
Croatia
Company Introduction
Aluflexpack Novi is a part of Aluflexpack AG, one of the most integrated manufacturers of premium circular flexible packaging and barrier solutions. Operating in 16 locations in 9 countries across Europe, Africa, Asia and the US with almost 1,600 highly skilled employees, they are converting aluminum, paper, and plastic films to high-quality final products: films and foils, lids, containers, and pouches.
Key Challenges Before M-Files
Aluflexpack has built a network of well-connected production sites as well as administrative and sales offices with steady annual growth.
The company utilized traditional methods for information sharing and document management across its employee network. Before adopting M-Files, these methods primarily relied on email communication, shared folders, and a manual approach to document distribution, which could be inefficient and time-consuming.
Each document needed to be photocopied and sent to the responsible person manually. And if that person needed to communicate with departments in different cities or countries, the processes became even slower. This inefficient approach also posed challenges for document retrieval and cross-departmental security. For people from different departments, archiving documents became too time-consuming.
With Aluflexpack's growth and branching out into new markets, the need for a centralized hub and a single source of truth grew. The company saw a vital need to centralize documents and to create a unified, paperless point of access for all information.
“We started getting an increasing number of inquiries from other departments regarding information and document management and archiving, which revealed deficiencies in our then-current system," Aluflexpack Novi's head of software support Patrik Kokić said.
The lack of a centralized document management system resulted in inefficiencies and productivity losses. Additionally, there was a need to reduce resource consumption such as paper and accelerate the flow of information within the company.
Aluflexpack needed a flexible solution that could fulfill the needs of a multi-national manufacturer by connecting all data in one secure place with a user interface that's easy to understand and use for 1,600 employees.
“We didn’t have any doubts about which software we wanted to use," Aluflexpack's IT specialist Ivica Šolaja, said. “Although we considered other platforms, M-Files stood out for its flexibility, integration with our existing tools, and intuitive interface.”
"The process of approving an invoice was long and repetitive - first when the invoice arrived, an employee would need to print it, find the person to sign it, scan it, print it again, and find the person to approve. No more constant printing, burying the offices with tons of papers. It was not environmentally friendly; it was costly and overwhelming."
Patrik Kokić, Head of Software Support, Aluflexpack
"M-Files has become a crucial tool in our business, providing us not only with efficient document and process management, but also a foundation for further growth and development."
Patrik Kokić, Head of Software Support, Aluflexpack
The M-Files Solution
Since Aluflexpack hadn't used a document management system before M-Files, the implementation was carried out gradually. After an initial analysis of operational procedures, Aluflexpack began the implementation in the accounting department to manage incoming invoices.
The choice of Unitfly as the implementation partner has secured a successful implementation. As the number of users from different departments grew, the invoicing process developed in functionalities, new users, and rule exceptions. During this period, Unitfly’s team conducted continuous feedback rounds with the Aluflexpack employees to ensure the company's solution matched their needs. After the implementation of the incoming invoice process, the company moved to implement processes for contract and travel order management.
Integration with other systems the company uses represented one of the most important parts of implementation. Aluflexpack uses Navision, an ERP system, which needed to be integrated with M-Files to sync invoices and changes made in each system. Unitfly achieved the integration using one of their products, Extension Kit for M-Files. In addition to integrating with Navision, Aluflexpack needed integration with Microsoft 365 since SharePoint and Outlook were in heavy use. The integration enabled quicker information exchange and more efficient task management.
"One of the most important benefits for me is the flexibility. The fact that I can adjust the system to our employees’ requirements easily and timely is a major shift in my day-to-day work."
Ivica Šolaja, IT Specialist, Aluflexpack
"Everything is in one place now. Our processes are sped up. Sometimes, a simple authentication of an invoice could last a month, and now it's solved with just a few clicks."
Patrik Kokić, Head of Software Support, Aluflexpack
The Results
Implementing the M-Files and Unitfly solution proved to be a game changer for Aluflexpack. M-Files proved pivotal in automating business processes, increasing productivity, and enhancing companywide collaboration. Productivity skyrocketed— no more wasted time searching for people from office to office to sign and approve documents. Increased productivity is only a few clicks away in M-Files.
Connected Content
“Everything is in one place now," Patrik said. “Our processes are sped up. Sometimes, a simple authentication of an invoice could last a month, and now it's solved with just a few clicks.” Aluflexpack also benefits from M-Files' advanced version history capability—it's now possible to see who handled any given document across the workflow timeline, ensuring the security and reliability of the process.
In short, Aluflexpack's M-Files implementation significant improvements in efficiency, productivity, and cost reduction. All relevant documents are now available in a single access point, making it easier to access information and analyze business processes.
“One of the most important benefits for me is the flexibility," Ivica said. “The fact that I can adjust the system to our employees’ requirements easily and timely is a major shift in my day-to-day work.”
From Paper-heavy Processes to a Paperless Office
“The process of approving an invoice was long and repetitive - first when the invoice arrived, an employee would need to print it, find the person to sign it, scan it, print it again, and find the person to approve," Patrik said. M-Files simplified the process into a single automated workflow. “No more constant printing, burying the offices with tons of papers. It was not environmentally friendly; it was costly and overwhelming," Patrik added.
Expanding the M-Files Usage to Other Departments
“M-Files has become a crucial tool in our business, providing us not only with efficient document and process management, but also a foundation for further growth and development," Patrik said. Currently, Unitfly is implementing M-Files in Aluflexpack's HR department and plans to expand to travel order process and quality departments to further optimize business processes and improve efficiency.
Partner
Unitfly
Unitfly is a leading company based in Croatia, specializing in providing comprehensive solutions for document, information, and process management. With a focus on helping mid-size and enterprise companies in their digital transformation journey, Unitfly offers a range of services including information management solutions through M-Files, low-code/no-code solutions with their platform Auclio, intelligent processing solutions, and process automation services.
Recognized as the Customer Success Partner of the Year, Unitfly is committed to delivering exceptional customer service and employing the highest-quality technologies to meet the needs of its clients. As a prominent M-Files Solution Partner, Unitfly also offers the Toolkit for M-Files, add-ons aimed at enriching the capabilities of M-Files, with their flagship product being the Extension Kit.
Contact
Unitfly
[email protected]
+385976834345
Why 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.