BWG-Logo-black

Central billing system processes over 45k transactions per week 

BWG Foods operates the SPAR, MACE, Nearbuy, XL Stop & Shop franchises in Ireland. Learn how Inpute deployed a central billing system that delivered instant cash flow gains for BWG

Workflow automation for finance | BWG Foods case study

Project at a glance

Challenge we helped to solve:

BWG processes 45,000 transactions per week through its central billing system. It was becoming impossible to process the growing volume of transactions within the required weekly cycle.

Solution delivered:

Inpute worked with the BWG team to deliver a robust central billing system that comfortably manages ongoing growth in transaction volumes using our intelligent data capture, workflow and document management expertise.

Solution for:

Capabilities deployed:

Business results we delivered:

  • Instant cash-flow gains due to quicker invoicing cycles
  • Reduced billing queries with self service portal
  • More productive central billing department due to less human intervention
  • Happier customers due to accurate and timely confirmation of their transactions

“The system we have now is capable of expanding with our ever growing transaction volumes. No doubt, Inpute are good at what they do.”

Ronan O’ Farrell
|

BWG

Challenge

IT staff diverted from daily tasks to resolve ever increasing system issues

BWG Foods operates the SPAR, MACE, Nearbuy, XL Stop Shop franchises with 27 Value Centre wholesale outlets and 3 distribution centers throughout Ireland. BWG generates revenues in Ireland of over €850M per annum, making the company one of Ireland’s largest retailers. By definition, their business is transaction intensive, with over 45,000 delivery related invoices passing through their central billing system weekly.

Every week, suppliers make over 1,000 deliveries to 950 stores around the country, while invoicing BWG directly. BWG’s central billing unit then reconciles the 45,000 (and growing) weekly delivery invoices and issues consolidated invoices to every store.

Before Inpute was engaged, it was becoming impossible to process the growing volume of transactions within the required weekly cycle.

Issues at this time included:

  • IT staff were being diverted from their daily tasks to resolve the ever increasing amounts of system issues
  • Significant effort and resources were required to maintain the system and to resolve issues, leading to frustration with staff
  • Delayed invoicing
Solution

Billing system captures, processes and validates electronic and paper invoices

The new central billing system designed and implemented by Inpute, captures, processes and validates electronic (EDI) and paper supplier invoices. The system then automatically exports validated data to BWG’s purchase ledger. Using a combination of imaging and COLD technologies, electronic data representations of all invoices are automatically stored in SQL database. The database is front ended by an application user interface to provide instant access for BWG customer service staff.

While integrating with the BWG sales ledger, the Inpute central billing system automatically generates the weekly consolidated invoice and electronic print packs for each customer store. The print-packs are made available electronically via self service portal in PDF format.

“Inpute are highly professional and I am very happy to work with them. The system did what it said in the proposal. The system we have now is capable of expanding with our ever growing transaction volumes. No doubt, Inpute are good at what they do.”

Result

Difference we delivered

Today BWG’s central billing system efficiently processes over 45,000 transactions per week for all SPAR, MACE, Nearbuy, XL Stop Shop stores throughout Ireland. The system comfortably manages ongoing growth in transaction volumes, resulting from the regular addition of new customer outlets.

“The efficiency of our central billing operation has significantly improved and has allowed us to develop the system beyond our expectations."

Some of the benefits include:

  • Significant efficiency gains: all documents received are verified and automatically entered into the system resulting in less human intervention and a decrease in processing times, even as the volume of transactions is increasing.

     

  • Instant cash-flow gains: transactions are processed quickly and efficiently enabling the prompt production of BWG consolidated invoices and resulting payment. This brings significant cash gains in an organisation of€850M annual revenues.

     

  • Reduced billing queries: the efficiency, reliability and dependability of the system and the validation process have resulted in a significant reduction in customer queries and the time and the number of staff required to process these.

     

  • Better business: BWG’s customers, the SPAR, MACE, Nearbuy, XL Stop & Shop stores now receive accurate and timely confirmation of their transactions in a format of their choice resulting in a significant increase in customer satisfaction.

     

  • More productive central billing department: BWG’s central billing team’s job is so much easier and satisfying. The business process is clearly defined and controlled.

“As BWG’s invoicing volume grew, its central billing system had become a greater source of inefficiency and expense. Our tailored automation solutions, along with a user-friendly self-service portal, delivered greater cash-flow gains and performance at scale.”

Chris Howard
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CEO, Inpute