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TIMCO

T I Midwood & Co Select X3CloudDocs to Automate Their Business Processes

Discover how one of the UK’s largest and fastest-growing wholesalers in the construction and industrial sectors utilise technology to deliver their service as efficiently as possible.

TIMCO
Location: UK
Company Size: < 200

The Challenge

Finding a solution that can automate the accounts payable process and reduce the amount of time spent processing large volumes of paper-based invoices.

The Outcome

Approval workflows have streamlined the accounts payable process and the solution has significantly reduced the time required to get invoices onto the system.

The Business

T I Midwood & Co Limited (TIMCO) is one of the UK’s largest and fastest-growing wholesalers in the construction and industrial sectors. Established in 1972, the company imports and supplies more than 8,000 quality products from around the world throughout the UK, Ireland and Europe. From screws and fixings to power tool accessories, hand tools, adhesives, chemicals, personal and site protection, security, ironmongery, building hardware, workwear and beyond.

TIMCO continues to invest in the business, fuelling growth and preparing for the next phase of development. The company has significantly extended its product range as well as developing its warehousing facilities which now totals 140,000-square-foot in Wardle, Cheshire.

With a fast-moving business, TIMCO relies on technology to deliver their service as efficiently as possible and ensure the highest levels of customer service. John deWeerd, the Operations Director, is responsible for company ERP, warehouse management and product data systems. John works with Michael Lewis (ERP Analyst) to ensure that these line-of-business systems are always under review and are continuously developed to contribute to this technology-first strategy.

After a number of years using Sage X3 to implement best practices across the business, it became apparent that there were a number of inefficiencies that remained within finance, in particular accounts payable. Processing large volumes of paper-based invoices were taking up a lot of time and resources each month, and this prompted TIMCO to search for a solution that could streamline the flow of AP invoices, from initial receipt to approval and payment.

After evaluating several options, including V1 which they had used in the past, TIMCO chose X3CloudDocs.

I would certainly recommend X3CloudDocs to other businesses using Sage X3. The solution is native to X3 and fits seamlessly within the overall environment. The ease of use and integration have made the solution valuable for our document management and accounts payable automation needs.

TIMCO, Operations Director, John deWeerd

TIMCO Warehouse

Challenges

The heavy reliance on paper-based invoice handling was creating significant process inefficiencies at TIMCO; specifically, the time-consuming activity associated with finding physical documents in order to complete annual financial audits, and the lack of systematised formal authorisation/approvals.  This lack of streamlining and absence of digital traceability were identified as key action areas.

 

Solution

TIMCO recognised the need for a digital solution to automate their accounts payable process and drive efficiencies. With a vast amount of in-house knowledge on Sage X3 they selected X3CloudDocs, with its seamless integration with Sage X3 alongside other features they needed, such as approval workflows, audit trails, and quick and easy recall of documents.

The project was delivered smoothly and the company was able to go live before their official go-live date, having looked for a swift implementation.

Outcome                                                                            

The implementation of X3CloudDocs has helped TIMCO deliver the outcomes they were looking for, making it easy to access invoices quickly and efficiently, most notably during audits. Approval workflows have streamlined the accounts payable process and the solution has significantly reduced the time required to get invoices onto the system.

“I would certainly recommend X3CloudDocs to other businesses using Sage X3. The solution is native to X3 and fits seamlessly within the overall environment. The ease of use and integration have made the solution valuable for our document management and accounts payable automation needs.”.  – John deWeerd

 

The future is here!

Whilst discussing the implementation of X3CloudDocs with John and Michael, they noted it would be useful to scan and associate other documents with their invoices. Well, in addition to the existing facility to save attachments with invoices, X3CloudDocs, under the direction of Solution Architect, Brian Martin, now enables users to upload any documents, including those not generated by Sage X3, into X3CloudDocs and link them to other documents. That means that a user might search for a Sales Order number, for instance, and find a number of different documents associated with that reference.

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