Rhätische Bahn's Challenges
Until 2018 almost all of RhB’s invoices were managed manually and on paper. There was a lack of transparency, and locating invoices proved challenging. Invoice handling was laborious; each invoice took a long time to process, and approvals took even longer.
One challenge RhB faced was the complex nature of their surrounding IT systems. RhB operates two ERPs and separate archiving and scanning systems. Having a solution that could integrate seamlessly with this landscape was vital.
The business also tended to create silos – there were decentralized processes, and each department had their own approval processes. As the payment teams were reluctant to embrace change, part of the initial challenge would be to get everyone on board with the digitization plan.
How Rhätische Bahn achieved 90% e-invoice auto-matching with Basware AP Automation
Working with Basware integrator Arcplace, RhB began the process of digitisation. Management was brought in at an early stage to secure buy-in on the project. There was also a concerted effort to transform any reluctance to change by clearly outlining the benefits standardization would bring.
During the concept phase, it was realized that direct connections with the ERP systems wouldn’t be possible. A middle layer was introduced, which was built to maintain interaction and flow of data between RhB’s existing system landscape and Basware AP Automation.
Basware enables you to integrate its software to even highly customized ERP landscapes.” Johannes Egli, Solution Architect, Arcplace
The interface and workflow then underwent a significant testing phase. This was key to the success of the project. Through rigorous testing, Arcplace was also able to identify bottlenecks in RhB’s workflows and replace them with best-practice processes.