White-Rodgers

Evolving an Entire AP Process by Reducing Paper, Increasing Efficiency, and Implementing Workflow Management

A DataServ Client since 2003

Key Results:

Key Stats:

Executive Summary

White-Rodgers is a leading manufacturer of thermostats, valves, controls, and system protectors for heating, air conditioning, and refrigeration systems. White-Rodgers had been working with DataServ for over 20 years when they were acquired by Copeland in 2023. After experiencing the benefits of working with DataServ firsthand through the connection with White-Rodgers, Copeland made the strategic decision to adopt DataServ as their enterprise platform, too.

Prior to 2003, White-Rodgers was becoming increasingly frustrated with their accounts payable process. Invoices were constantly lost or going unpaid, and their tax audit process was excessively time-consuming and resource-intensive.

Outcomes

DataServ designed a new electronic workflow which included Invoice Processing Machine automation, 99.9+% accurate data capture, and management of White-Rodgers’ physical accounts payable documents.

The new process involved the receipt of all mailed paper invoices at the DataServ office, which would then be handled by DataServ personnel, and sophisticated mail prep and scanning procedures. Once the documents were scanned, White-Rodgers gained the ability to access the images quickly and securely and route invoices for approval to managers regardless of global location. Today, White-Rodgers continues to experience lower financial operating costs as well as improved, more timely access to important information.

Business Impact

Since implementing the DataServ solution, White-Rodgers has realized substantial gains in productivity and manageability of its payables processes. Tax audits are significantly easier due to constant, consistent availability of critical documents, regardless of which fiscal period they are related to.

Recently, White-Rodgers has expanded their contract with DataServ to include its peso-based invoices in Mexico.

Thoughts from White-Rodgers

“We recently upgraded our DataServ [solution] and the impact was minimal - our user experience during the project was completely seamless!”

Michael Lombardo, Manager, Financial Systems at White-Rodgers

“The DataServ solution has provided approximately 30% gains in efficiency in the departments where it’s been implemented. A large part of that can be attributed to our newfound ability to route documents around our company via email for approval and analysis. We now have metrics we can use to monitor our productivity, which is something we never had before. In the end, this solution has resulted in less lost invoices and a better managed document process.”

- Joe Zulich, Manager of Accounting Operations at White-Rodgers

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