Successful Case
When efficiency takes off: AeroTecnic transforms its invoice management with DocuCenter and DocuWare
SECTOR
Aeronautics
STARTING POINT
Aerotecnic received around 12,000 invoices per year,
both on paper and in electronic format.
The workflow was entirely manual:
El flujo era totalmente manual:
- Approvals via emails and shared folders,
with between 1 and 5 approvers.
- Manual posting in SAP (MIRO/FB60),
after checking purchase orders and items one by one.
- Scattered communication in case of incidents.
This model generated slow processes, high
administrative load and virtually no traceability.
CHALLENGE
The challenge was clear: streamline a process that had
become a major bottleneck. Manual management not only
lengthened processing times, it also increased the risk
of errors, hindered the control of price, quantity or
currency discrepancies, and scattered communication
across endless email chains.
To improve, it was necessary to centralise
information, provide real traceability to the process
and, above all, minimise repetitive tasks that consumed
so much effort from the team.
WHAT HAVE WE DONE?
To resolve this situation, we implemented DocuCenter, ImagineRight’s proprietary cockpit that connects SAP with DocuWare. This solution allows end-to-end automation of invoice management:
1. Automatic matching with purchase orders
Invoices with detailed line items including purchase order and item number are automatically matched with SAP, achieving a very high rate of automatic posting and precise control of price and quantity discrepancies.
2. Workflows for special invoices
In DocuWare, we configured a workflow that links suppliers with responsible departments. Each invoice can be approved, rejected or returned to the supplier with full traceability of the reason, and when a purchase order is missing, the task is automatically assigned to Purchasing or Finance.
3. Continuous integration with SAP
Thanks to DocuCenter, invoice data is exported to SAP every five minutes and the updated status is sent back to DocuWare, ensuring synchronisation between both systems.
4. Incident management by responsible areas
The system automatically assigns each discrepancy to the appropriate area: Finance (company code, supplier, currency, duplicates), Purchasing (price or quantity differences), Warehouses (missing goods receipt), Service Purchasing (service-related incidents) or other departments such as IT, HR or Health & Safety, as applicable.
5. Enrichment and validations
Before posting, the system completes key information
(posting date, document type, FI company code, supplier number,
taxes) and applies critical validations:
• Matching of company code, supplier and currency between PO and invoice
• Duplicate detection (date, VAT number and invoice number)
• IBAN validation against the supplier master
• Goods receipt verification on POs and items
• Posting simulation to verify price and quantity tolerances
RESULTS
The implementation of DocuWare and DocuCenter has completely
transformed
invoice management at Composite and AeroTecnic.
A process that
was once slow and fragmented is now agile, transparent
and far more robust.
These are the main benefits achieved:
Massive
automatic posting
The inclusion of detailed line items with purchase order and item number enabled a very high rate of automatic posting in SAP, minimising manual intervention.
Reduction of errors
and reprocessing
The validations integrated into DocuCenter significantly reduced posting errors and avoided duplications.
Full
traceability
Each invoice can be consulted at any time, with complete visibility of its status and the responsible person at each stage.
Stronger
control
The supervision of prices, quantities and banking data is now carried out in a structured and more reliable manner.
Optimised
invoice approval
Structured workflows allow invoices to be approved, rejected or returned in less time.
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