Departmental

Departmental business solutions from Twofold

Business solutions that fit your business

Our digital mailroom technology is designed to be deployed any way that makes sense to your circumstances. Some customers buy the platform and deploy across department by department.

Other users choose to solve a problem at a time knowing the technology will grow into a strategic solution that fits with their IT architecture. Whichever you need, our consultants will offer the best solution, and provide ongoing assistance and support to ensure your ongoing success and growth. Our expertise is based upon years of experience in giving our clients what they need, and we are ready to help your business transform to embrace a more efficient and modern way of managing data.

Are you reacting to the demands of your customers and employees?

We all live in a dynamic environment where the demands of your customers and employees are changing daily and an inability to react is not acceptable. Our vision of Enterprise solutions still ensures that all the key technology requirements of scalability, resilience, and integration are met. The difference with Twofold is – we deploy world-class software to solve to problems in hours or days – not weeks or months.

We allow the software to meet your needs, not the other way around, and fundamentally, we deploy easy to use systems that allow your employees and customers to enjoy their experience. If digital transformation is on your roadmap, then you need to consider the Digital Mailroom to manage your communications and allow your customers, clients, and employees to send and receive data and documents from wherever they are, from any device.

Which departments do we support?

Accounts departments

Process invoices in the cloud to enjoy lower processing costs, faster invoice cycle times, improved supplier relationships, and more effective cash management.

Invoice Data Capture

Using our own solutions, we can capture your invoice information and feed it directly into your accounting system. Your invoices can then be routed to us to open and scan or you can do this and we will take your images and deliver back all the invoice data into your accounting system or provide exceptions for your team to correct.

Accounts Payable Automation

Accounts payable departments can become swamped with incoming business documents. Many industry studies reveal that paper processing of accounts payable documents is costing organisations millions of pounds unnecessarily.

The vast majority of accounts payable employees know how to improve their processes, they just need the technology to help.

At Twofold we listen to our customers and develop solutions based around their needs. We don’t replicate or replace the accounting system, we don’t request months of consulting fees to implement a complex solution. Instead, we rapidly deliver an application that works with your existing accounting system and immediately solves the processing and paper handling issues.

Vendor Master File Cleaning

We know that keeping your vendor records up to date on your accounting system is a time consuming and tedious job. For this reason, most companies allow their vendor details to age and go out of date.

Twofold can refresh this data for you updating legal entity, Company registration number, address and contact details. However, we recommend that only you update any bank detail information.

Vendor Connect

Why receive paper from your key suppliers?

Why not receive an XML file with all the key data and a copy of your invoice – saving you hours keying data and ensure 100% accurate information with our vendor connector.

This solution requires the supplier to print their invoices as normal but instead of their invoice coming out on the printer, the connector will intercept the print stream before it reached the printer and send you an email with the invoice and xml data.

What are the benefits of accounts payable automation?

• Compatibility – Works with your existing accounting software
• Less waste – Immediate removal of paper
• Reduces cost of process by up to 72%
• Ease of use – ensuring total adoption
• Stay legal – by ensuring control and compliance
• Reduces time and cost to process purchase invoices
• Timely and accurate reporting within the accounting system

• Prompt payment discounts are easily accessed
• Avoids late payment penalties
• Avoids embarrassing unpaid bills leading to suppliers putting you on ‘Stop’
• Eliminates ‘lost’ invoices during approval process
• Enhances supplier relationships focusing on reducing costs
• Controlled processes (monitoring compliance, response rates, exceptions)
• Improved staff morale and ability to focus on more ‘value add’ tasks

Your accounts payable team can save a great amount of time and effort by not manually keying invoice data into your accounting system. A Twofold user can cut this job in half. However, the real return on investment has come from the control and cash flow management improvements.

Twofold have worked in this space for over 10 years and evaluated all the leading solutions. We believe we have the ability to deliver a truly world-class solution. Our technology is used by thousands of customers to improve their AP or P2P process.

If you use any industry leading accounting software such as SAP, Oracle, JD Edwards, Dynamics (GP, Nav and AX), Agresso, CODA, Sun, SAGE, QAD, Lawson, Cedar, Movex or Access then we have an integrated / certified solution to improve your business.

Reduce debtor days

It is important to focus on an accounts receivable solution within any organisation. Many believe that they are doing all they can to maximise rapid collection of outstanding debtors.

You could see a dramatic improvement to your outstanding debtor within days with our help. Twofold can produce and distribute invoices and other documents either electronically or on paper.

Did you know that a simple invoice layout redesign you can dramatically improve its effectiveness?

Many organisations stick to a standard layout for invoices, set by their accounting system, but Twofold’s software allows for rapid invoice redesign without any programming changes to the host accounting application.

Once redesigned, the invoices can be sent as a batch to email, fax or print without programming or manual selection. Our software reads the invoice and selects the fastest delivery method so that you can collect your funds quickly and easily. Even if you need to produce paper invoices, our folder inserters and franking solutions will speed up the posting stage.

You could join the plethora of users from Sage to SAP who save thousands of pounds with Twofold. Let us help you to eliminate postal costs and dramatically reduce debtor days.

What are the benefits of accounts receivable automation?

• Reduced debtor days
• No reprogramming of core system
• Rapid deployment
• Save up to 99% of the cost of delivery by using batch auto e-mail
• Convert print stream into XMLinvoices for rapid payment

Make Human Resources easy with digital employee document management

Our HR Document Management solution gives you the peace of mind that employee information is secure, yet accessible to authorised users easily.

Our consultant team has vast experience in helping Human Resources departments to automate and control the paperwork that most companies typically generate around HR function.

If your business runs HR from a locked filing cabinet you will know the cost, effort and operational risk associated with this antiquated business practice. Adding e-forms to your email application and scanning any legally required paper we can move all your HR processes into a secure and controlled electronic workflow.

A Digital mailroom and an automated Workflow would enhance the HR solution by enabling you to implement controls around HR documentation as well as adding the ability to notify and provide employees with a task list of actions they must perform or documents that they need to have read. In addition to this, we provide software for automating your employee onboarding  processes.

What are the typical workflow applications?

• Employment Prospect/Hiring Workflow
• Employee Onboarding
• Employee Leavers Workflow
• Performance Review Workflow
• Disciplinary / Grievance Workflow
• Notification Workflow – i.e. indicate an employee’s status – when an employee reaches the end of their probationary period or reaches retirement age
• Document Retention Workflow – designed to purge employee records after the legally required timescale

Document Knowledge Transfer (DKT)

As suggested above, there may be a requirement to share company policies and procedures with employees, which must be agreed by the employee (for example, a new Health and Safety procedure).

Using our DKT module, HR would be able to generate a document and all employees would be notified of its existence. When this document is viewed by the employee, it can contain buttons that will confirm the employee has read and accepted the procedure.

A report can be run to see who has not read and accepted the procedure; these employees can then be chased for their agreement.

For information on how your Human Resources Company or department could benefit from using solutions from Twofold, please complete the contact form.

Contract Management

Remove risk and remain compliant with Contract Management. Contract management seems simple enough, but when each step in the contract management process is handled with paper, email and faxes, it gets increasingly difficult to manage. The impact on your legal resources means significant time and money is spent on manual processes that should be automated.

If the lifecycle of a contract is handled incorrectly, your organisation could lose opportunities for renegotiation, face penalties for non-compliance or go through costly legal audits. To really have strong control over the contract management process, you need to transition to an electronic world. You can do this with our contract management workflows within OnBase.

By putting contracts in a manageable electronic format, all of your documents are stored in a single place. They don’t have to be copied and passed around, they won’t get misfiled or lost on someone’s desk, and everyone is sure to always see the most up-to-date version of the contract.

Want to simplify changes and improve collaboration?

Once documents are in OnBase, whether they are imported from Microsoft Word or scanned in, they are much easier to work with throughout the contract management process. Each edit is fully tracked and recorded, so you have a full history of what was changed, when and who did it. Outdated contracts causing confusion and slowing down processes are a thing of the past.

Contracts in OnBase stay secure while still making them easier to access by those who need them. This is done through strong and specific security controls. Groups or individuals can have different levels of access – some may need rights to edit, while others have the ability to read-only, some can print contracts while others may not.

OnBase tracks all alterations or actions taken on a contract, and who made the change. This trail of information helps your organisation document compliance and reduces the time needed to perform an audit. You can also take advantage of more visibility into the contract process. With dashboard views of all contract processes, the legal team can instantly see the disposition status of any contract.

They also use the audit information to pinpoint bottlenecks, identify specific items that can be adjusted and easily forecast resource needs to improve internal and external customer service as well as cycle times.

Once contracts are agreed, or during the review process, obligations can be set up and routed around timed and audited workflows. Management have real time visibility of all requirements and actions taken or left to complete. Our application can be used as a discreet contract management system or added like an app to your OnBase implementation.

Policy Management

Policy and Procedure Management distributes, tracks and updates documentation. With multiple employee teams, varying languages and different sets of documents for different jobs, policy and procedure management is a complicated and tedious task.

However, distributing policies and procedures through paper copies or email and tracking them through spread sheets is too risky when employee and customer safety is at stake. Not only that, but auditing those to prove compliance can get extremely time consuming.

The problem with policy and procedure management is that there is more to it than just distributing and tracking documents. The element that often gets overlooked though is the handling of changes to those policies and procedures.

Keeping documentation updated, accommodating change requests, and making sure all the important parties employees, managers, HR, legal, compliance are in control is not a simple task.

When spreadsheets and email aren’t enough, turn to Twofold

Instead of sending out the policy and procedure documents manually and tracking who has signed off on them individually, you can take the paper out of the process with OnBase.

OnBase automatically sends out the most up-to-date policies and procedures to the right people. An email alerts them there are new documents to view and reminders help make sure employees hit deadlines without managers or HR having to bug them. Once an employee has viewed the documents, they can electronically sign them as read, understood and agreed to.

Update existing employees: All employees log in to view the policies and procedures OnBase sent them electronically. OnBase can pull documents directly from an existing ERP as well, removing the need to work in separate systems. Plus, new policies replace the old ones so your employees will never see an outdated policy.

Give new employees all necessary information: New employees are given access to all past policy and procedure updates right away. This helps them contribute immediately. OnBase supports Microsoft Office, audio and video files that can be sent out in different languages for specific employees.

OnBase keeps a record of who has and hasn’t signed documents and a simple check gives managers or HR an update. Not only are you sure everyone has read and acknowledged them, but it also makes audits quick and easy.

Employees stay safe and businesses don’t have to fear non-compliance, costly legal issues or worse an injured employee. In cases where not all employees have their own computers, you can set up terminals that let employees log in and access the documents they need to see.

Want to simplify the revision process by keeping policies and procedures updated?

Instituting a new policy or procedure often requires the input of several different parties. Organisations can use OnBase to route the document through approvals and revisions, keeping a record of who has looked at it and what changes they’ve made to it.

It never gets lost on a desk or in an email inbox. And with one just one copy of the document in OnBase, reviewers are sure to always look at the right version.

Many policies and procedures need to be updated regularly (every six months, one year, etc.). When a policy is due for revision, OnBase can warn the department manager or HR that it’s time to review.

For more information on how your company could benefit from using solutions from Twofold, please complete the contact form and one of our Account Managers will be in touch with you shortly.

Twofold name the majority of the UK’s leading insurance companies as customers. Our solutions have allowed our customers to automate and control their claims handling process.

From the initiation of the claim we can manage the case in our award winning software or feed your existing claims handling system with incoming documents and data as they arrive into your traditional and digital mailrooms.

An insurance company is full of moving parts. From claims processing to customer service and accounting, time is of the essence. Demands that policy holders place on insurance companies all come down to that: how fast can you process my claim, how fast can you answer my question, how fast can you quote me a new rate, how fast can you make me happy.

To reduce time, speed up processes and make customers happy, insurance teams must tame enormous amounts of information – claims reports, documents, emails and more – and connect those information dots so its content works as one.

Working at light speed is easy with our solutions. Seamlessly integrating with existing systems – from electronic claims processing systems to policy administration systems and beyond – We will share information across teams and automate your business processes. Instead of painstakingly processing every new application or claim, focus on the exceptions.

Capture, collect, and manage content – in the office or in the field with a digital mailroom and mobile solutions, so work gets done faster and more accurately.

The faster you process a claim, the lower your costs and the happier your customers. Our solutions give claims teams all the information they need to process claims and handle exceptions fast and according to your business rules. Processing claims faster and more accurately not only means you fight the clock – it means you save money claim after claim.

For more information on how your company could benefit from using solutions from Twofold, please complete the contact form and one of our Account Managers will be in touch with you shortly.