Alpensped from Mannheim is moving towards a paperless office

Alpensped GmbH has been focusing on digital document management since the beginning of the year. In the first step, all subcontractors have switched to the logistics company’s self-developed solution. In this area, the entire accounting is already completely paperless. The digital document exchange saves time, costs, and resources

(Mannheim) Invoices, freight documents, receipts – the daily routine at the Mannheim family business Alpensped is determined by countless documents. “In the past, we had up to 50,000 folders, each containing several pages of paper,” explains Alpensped Managing Director Christian Faggin. Accordingly, the archiving and administrative effort, paper consumption, and printing costs were high. “That’s why we set ourselves a clear goal last year: We want to get rid of these mountains of files,” says Faggin. And this is to be achieved with software support.

After thorough research, the Mannheim logistics experts opted against a standard solution and instead focused on in-house development. This allowed them to tailor the solution to their requirements. The result is a bilingual web portal through which subcontractors can now easily upload their documents, which are then automatically processed and stored in digital files. “From the initial planning to the go-live, we didn’t even take a year,” reports Faggin.

Automation saves costs and time

The transition for the subcontractors also did not take much time. “Thanks to intensive training from our experts, everything was settled within three weeks,” recalls Faggin. Today, both sides benefit from the digital processing of documents: “The new workflow saves a lot of costs for everyone involved,” says the managing director. For example, by eliminating postage fees and significantly reduced expenses for printing and paper. In addition, the automated digital document exchange helps to noticeably accelerate work processes and improve quality.

Incorrectly sorted receipts and misplaced files are now a thing of the past, as is the laborious search for relevant information. “Thanks to keyword search, our employees now have access to all information at the push of a button – even from home office,” Faggin points out. An authorization concept protects the documents from unauthorized access. This ensures that each employee receives exactly the information they need. Furthermore, critical processing actions, such as deleting or moving documents or files, can be reliably monitored.

After the successful start, Alpensped is already aiming for the next stage of expansion: In the future, customers are also to be connected to the system. “We have developed the solution in such a way that additional individual functions can be easily integrated as building blocks,” explains Faggin.

Photo: © HERZIG Marketing / stock.adobe.com

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