SunGard Availability Services

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Organized and Efficient with E-Invoicing

CHALLENGE:

Automate invoicing system to create a more efficient process.

SOLUTION:

Iron Mountain® Electronic Invoice

VALUE:

  • End-to-end automated solution.
  • Better approval hierarchy to control spending.
  • Elimination of more than $800,000 in capital expenditure and a total hard-cost savings opportunity of $120,000 annually.

SunGard Availability Services provides operations support to IT departments that need to keep mission critical information and applications up and running. They are focused on providing responsive disaster recovery, managed services, IT consulting and business continuity management software solutions to help organizations keep people and information connected. With a strong culture of continuous improvement to deliver exceptional value, SunGard Availability Services assessed their AP and Procurement processes against the industry benchmarks; they realized there was an opportunity for enhancements. As a longtime partner of Iron Mountain for their informational management services, they turned to us for a solution.

Going from Paper to Paperless

When SunGard Availability Services decided to move to automation, many vendors were evaluated. At the time, the SunGard Availability Services Procurement team was working on centralizing their record and data storage with Iron Mountain. Through conversations with their AP and Procurement teams and reviewing their options with other companies, they decided that Iron Mountain provided the best overall end-to-end solution, ranging from imaging to workflow automation and other factors such as invoice volume that SunGard Availability Services needed to address.

“Iron Mountain came with their experts to simply ask questions about what we do in AP. Based on our volume and what we wanted to achieve, they were able to map out a solution that met our specific requirements, which made the decision a lot easier.”

Don Myers, Assistant Controller at SunGard Availability Services.

At the time of implementation, 90 percent of SunGard Availability Services’ invoices were paper-based. They were looking for a more consistent, automated invoice receipt, processing and tracking solution to streamline their process which could help eliminate the inefficiencies associated with manual, paper-based processes.

The Iron Mountain e-Invoice solution starts with a centralized receipt of invoices via mail, faxes and email followed by scanning and indexing of that data at the Iron Mountain virtual Shared Service Center. The invoices are Smart Routed via workflow to approvers for matching and automated exception handling.

Mobile access is also available, allowing for the approval of invoices anywhere. The result is that more than 90 percent of SunGard Availability Services invoices are now paperless.