Reference Story Agency Landesdomäne

The South Tyrolean state property agency provincial administration reduces invoice processing time from 5 hours to 20 minutes with digital incoming invoice processing

• Increased transparency
• Shorter throughput times
• Customisation of the checking and approval processes

Agency Landesdomäne

The South Tyrolean state property agency manages and administers the land and forestry areas owned by the country and the associated farms and buildings. It is divided into 5 areas: the Laimburg Agricultural Farm with its farms, the Agency’s Forestry Farm with its Forest Inspectorates, the Aicha Forest Garden, the Latemar Sawmill, the Latemar Forest School, the Aquatic Centre for the Protection of Species and The Gardens of Trauttmansdorff Castle. The administration and property management departments are responsible for the organization. The ‘Landesdomäne Agency’ was created in 2017 from the merger of the Laimburg estate management and the regional forestry and domain management company.

Starting position

The manual processing of digital incoming invoices involves an enormous amount of time and results in high costs. Processing a paper invoice costs on average between ten and twelve euros and can take up to 14 days. A problem, for which Alpin GmbH from Bozen has the suitable solution: d.3ecm is optimizing the digital completion of the account system in each company. Thanks to the processing of incoming invoices, the processing time is considerably shortened and work steps are significantly simplified.

Significant time savings through digital invoice processing

How successful the software works in everyday life is demonstrated by the example of the ‘Landesdomäne’ agency in Bolzano. Their tasks include numerous activities including the protection and use of the country’s natural resources. This broad spectrum means a large volume of digital incoming invoices, most of which come from the 1,800 forestry construction sites. During the peak periods from May to October there are about 2200 invoices per month.

Comprehensive optimisation of the processing workflow

For the complete processing of one of these digital invoices, the responsible clerk Mrs. Mathá needed 23 individual steps. From manually saving the invoice as a PDF to a Windows directory, entering it in an Excel list, manually creating an email to the responsible department to updating the processing status – the time required for all the required steps was 4-6 hours a day. After Alpin had carried out an situation analysis and optimized the process, an adapted digital workflow was introduced, reducing the required effort to a maximum of 20 minutes per day. Director Josef Schmiedhofer is extremely satisfied: “Especially in the public sector, payments are often delayed due to lengthy processes. After this successful optimization, we want to return to the top 10 of the fastest payers in Italy”.

Benefits for the agency

The numerous configuration options at d.3ecm allow the individual adaptation of the test and release processes. This increases transparency, shortens throughput times, eliminates transport and wait times and enables a timely monthly closing. Working with the clever software works almost like on paper – only much more intuitive, with fewer sources of error and much faster. For the company, this means a reduction in process costs of up to 75 percent. In addition, all involved employees are informed in detail about the current processing status at all times and can also interact across locations.