THE CHALLENGE
In a multi-site environment with a high volume of documents, the customer needed to digitize and manage CAPEX processes in a more structured way, linking contracts, purchase requests, and invoice approval within a single workflow. The goal was to standardize the process across different locations while improving control, traceability, and coordination between administration, purchasing, and responsible stakeholders.
Before the implementation, management was fragmented: contracts were stored in paper format, budgets were updated in Excel files, and information was often distributed among different people.
This approach made it difficult to maintain a clear view of available budgets, committed amounts, and commercial terms agreed with suppliers. The lack of structured controls resulted in manual checks, after-the-fact reconciliations, and activities based on personal knowledge, directly impacting operational efficiency, increasing the risk of errors, and reducing spending control.
THE SOLUTION
To address these needs, Talea Consulting designed an integrated solution based on ARXivar Document & Workflow Platform, ARXivar eArchiving, and Talea Consulting’s Contract Management Solution, capable of structuring and automating the entire CAPEX management cycle.
The workflow begins with contract management, including budget quotation acquisition, budget checks, alerts and deadline monitoring, and automatic submission to the Controller for approval or rejection, followed by notification to the supplier.
The purchase request is then directly linked to the contract, enabling immediate access to contract data, commercial terms, and available budget information. Finally, invoices received by the administration department are automatically routed to the Dealer Manager for verification. Once the amount is confirmed, the process proceeds with payment, archiving in ARXivar, and automatic updating of available CAPEX funds.
The result is a single system that ensures information continuity, accurate control, and more efficient approval processes.
RESULTS
The project delivered tangible benefits in both operational efficiency and financial control. With 400 users involved and 3 million documents managed annually, the company achieved an 80% reduction in the time required to manage purchase requests, significantly reducing manual activities and process delays.
At the same time, the centralization of data and documents strengthened control over budgets and spending while improving the overall quality of available information.
The new process structure also accelerated approval cycles through automated workflows and a shared repository. This enabled complete traceability, automatic comparison between data and documents, greater process reliability, and more accurate purchasing decisions.
As a result, the customer transformed a fragmented and poorly controlled activity into a digital workflow that is more efficient, measurable, and aligned with the Group’s operational requirements.
Talea Consulting
Talea Consulting specializes in the digitalization of companies’ internal processes: the innovation we deliver improves productivity, streamlines daily operations, and enhances business competitiveness.
Our flagship strength is a team of more than 15 Project Managers and consultants with extensive expertise in leading Business Process Management (BPM) technologies and strategies. Thanks to their experience, we help hundreds of clients optimize the flow of information, data, and documents that move in and out of organizations every day, as well as between different departments.
We apply our technical, consulting, and training expertise to deliver projects that adapt to and improve business processes across various departments. We achieve this by integrating with existing systems or developing tailored solutions based on our direct experience in specific business domains.
