Automate Industry Solutions

Streamline Accounts Payable with Automate

The main mission of any accounts payable department is to pay vendors, service providers and employee expenses based on the established rules of the organisation and the agreed upon payment terms. The challenge is to only make payment when the transaction is complete, all the paperwork is in order, and all of the rules have been satisfied. Automate provides the right solution to streamline accounts payable processes and meet these challenges head on.

Automate allows you to quickly apply workflow management technology to your accounts payable processes to gain control and add automation for cost savings, quality management and scalability. Automate is designed to be an end–to–end solution that maximises results. By capturing documents at the beginning of their life cycle you eliminate many of the challenges associated with managing paper documents. Captured documents enter an automated workflow for all of the approval decision making and conflict resolution processing.

The value of Automate is that rules, roles, and deadlines get configured once and automatically applied over and over again. This takes the human element out of the decision making process which reduces errors and collapses the time it takes to process documents.

Accounts Payable Challenges Automate Solves:

• Reduces the risk of making costly duplicated payments
• Provides a process that addresses incomplete or incorrect invoices
• Allows for accepting discounts as a result of improved process cycle times
• Reduces vendor relationship issues due to lost invoices or late payments
• Provides organisational scalability which allow for varying volumes and growth
• Reduces basic human error
• Provides predictable operational costs for better planning and budgeting
• Reduces organisational risks and provides disaster recovery and a continuity plan

Streamlining The Law Office

Managing the myriad documents, files, graphics, hand–written notes, copies, emails and other components of a legal case demands a product that goes beyond yesterday’s solutions. Just as a firm’s law library is now condensed to a series of handy CDs, your firm’s entire caseload, communications and history can all be liberated from the bank of file cabinets and served up as needed on your office computer. That’s the beauty of Automate.

With Automate, your firm can track cases through initial client contact filings, court appearances and outcomes. Cases or other matters requiring input from multiple people can be electronically routed sequentially through your company. Versions are tracked and catalogued, so there’s never any confusion about which is the most current document. Everything is filed together for easy reference, scanned hard copy documents, opinions, PDFs, emails, faxes, evidence photos and more. Your documents are easily accessible remotely via your laptop and a wireless card if you are at a coffee shop or the courthouse commons. Automate instant access to information helps you keep clients informed about judgments, motions, pending petitions or contracts without spending precious time in tedious research with each call. You and your firm control who has access to specific files.

Your firm handles hundreds of cases a year. Nothing does more than Automate to streamline your workload, assure your legal compliance and allow you to serve your clients. It’s something no law firm should be without.

Types of Documents You Can Manage Using Automate:

• Affidavits
• Answers
• Certifications
• Complaints
• Contracts
• Declarations
• Depositions
• Injunctions
• Judgments
• Leases
• Motions
• Notices
• Orders
• Petitions
• Rescissions
• Releases
• Subpoenas
• Summons
• Trusts
• Wills

Your employees are the life blood of your organisation. Your success is dependent upon your ability to hire the best possible talent, retain and motivate these resources, and protect yourself from litigation and compliance issues.

The best way to meet all of these needs is through the adoption of a business workflow solution like Automate. With you can automate the hiring process using web–based electronic forms to cost–effectively capture employment data. The forms can be automatically stored in the Automate Network Appliance. At this point we can automatically initiate a new employee hiring workflow. This provides instant visibility to the users involved in the process and allows them to make decisions automatically about the candidate. All of this functionality reduces the time and cost that it takes to process employment applications and also provides the documents and decision data you need for regulatory compliance.

Good information about employees allows you to make good decisions about compensation and advancements. Automate allows you to capture, organise and secure all the information and documents that represents an employees’ history with your organisation. Having the right HR information helps protect your organisation from potential employee litigation and compliance issues.

Typical Human Resource Documents Managed by Automate:

• Employment Applications
• Resumes
• Annual Reviews
• Employee Correspondence
• PAYG Forms
• Medical Plan Documents
• Non–Disclosure Agreements
• Non–Compete Agreements
• Confidentiality Agreements
• Separation Agreements

Bringing the Medical Office, Hospital and Clinic into the 21st Century

Managing information in a physician’s office, hospital or clinic is an enormous undertaking. Every detail from lab reports, insurance claims, records releases, consent forms and more must be handled with extreme care and confidentiality. Your business processes must not only be up to the challenge, but must provide the instant access to records that assures busy medical staff and physicians quickly receive the information they need to serve patients. Automate provides the information you need to serve patients well.

All of a patient’s medical records can be kept together in a single electronic repository of information including letters from other physicians, x–rays, medical charts, patient correspondence and other items. Automate is compatible with a wide variety of software applications you may now be using – so integration of existing files and documents is easy. This centralised system is accessible by everyone involved in treating the patient as long as they are an approved editor or viewer.

If a case requires input from several professionals, the file can be electronically routed in sequence through the clinic or hospital for each professional’s contribution. No potentially dangerous duplicate records are created that lack key findings that may be critical to diagnosis. Automate is smoother and more organised from start to finish.

Even records for patients not seen in years can be easily and quickly retrieved from archives. It’s light years ahead of storing old records in boxes offsite or in the clinic basement. Best of all, because of the identifiers used in establishing the electronic file, a patient’s record can never be lost.

When you minimise paper–based activity and begin to work within an all digital environment, you’ll start to trim overhead costs by reducing your reliance on paper, streamline your workflow, protect patient records with strict user control, and provide the first step to an easy transition to electronic medical records (EMR). You can also promote compliance within regulations while also accelerating billing and collection cycles.

Several Types of Documents You Can Manage Using Automate

• Admission Forms
• Clinic Notes
• Consultation Reports
• Developmental Charts
• Discharge Reports
• Evaluation Reports
• Explanation of Benefits (EOBs)
• Flow Sheets
• Information Sheets
• Lab Results
• Medical Billing Documents
• Medication Records
• Patient History Forms
• Physical Exam Forms • Physician Orders
• Progress Notes
• Radiology Results

Finance and Banking Simplified Through Automate

Banking today is a far cry from what it was even a decade ago. What once was virtually an entirely manual process is today an automated one. Loan approvals, check cashing and credit transactions are no longer tedious time–consuming operations. And just as the systems themselves have changed, so have the processes and document management behind them.

Not only does Automate assure compliance with regulation, but it streamlines work – transforming processes that once took days into simple tasks that require just minutes. Because information is instantly available to everyone within the bank who needs it, customers can get accurate information about loans, statements and other products from anyone of your staff. No tedious, time consuming searching – just quick accurate information at employees’ fingertips that they can send directly from Automate right to the client using our embedded fax and email functionality.

When there’s a merger or acquisition, Automate's capabilities become even more impressive to employees. The system is able to compile work created across multiple applications into one universal, accessible resource. And, you can control access to information to protect your client’s and the bank’s business assets. This game is all about intellectual property and maintaining control of it – Automate is perfect for this.

Indexing and metadata or document data gathering assures that it’s always easy to find the exact information needed. No more digging through files not knowing what someone named the document you’re looking for. Even from remote locations or from a wireless card, employees can access information needed which increases productivity and saves time.

Documents You Can Manage Using Automate:

• Account Applications
• Account Statements
• Account Closing Forms
• Checking and Debit Applications
• Direct–Deposit Enrolment Forms
• Automatic Payment Change Request Forms
• Transaction Search Forms Investment
• Authorisation Forms
• Disclosure Statements
• Stock Power of Attorney
• Dividend Tax Exemptions
• Indemnity Agreements
• Informal Trust Agreements
• Shareholders Agreements
• Investment Performance Summary Reports
• Audit worksheets
• Audited reports
• Cost estimates by product, department and cost element
• Cost reports that compare actual costs against original estimate

Construction and Development Process Streamlined for the 21st Century

Taking a construction or development project from planning to completion is no small matter. It involves architects, builders, subcontractors, vast materials, permits, inspections and above all management to oversee and orchestrate the process. In the past construction and development businesses had no choice but to generate reams of paper records that were dutifully stored in file cabinets by office staff. It’s a new day for the construction and development industry thanks to systems like Automate. Automate has the best process management tools to deliver simplified control of every job .

Plans, receipts, vendor contact information, permits – everything is at your fingertips in an instant – No more digging through files. You can track projects electronically, assuring each party in the construction process has completed their portion of the project, along with associated paperwork, when needed. Then, in the correct order, you move the project to the next phase. You create the perfect electronic project documentation and history right through inspection and even sale.

Not only does Automate keep your processes on track, you can enjoy greater productivity, reduce the sheer volume of paper generated by a project and exercise a level of control over your work that was previously unattainable.

Documents You Can Manage Using Automate:

Planning and Design

• Project Objectives
• Surveys
• Design Specifications
• Time and Materials Estimates
• Overhead Calculations

Tendering and Contracting

• Requests for Bids
• Requests for Proposals
• Bid Comparison Worksheets
• Testimonials
• Correspondence
• Decision Records

Implementation

• Municipal Permits
• Regulatory Documents
• Health and Safety Requirements
• Financial Plans
• Loan Agreements
• Work Inspection Reports
• Work Schedules
• Work Progress and Completion Reports
• Attendance Cards / Time Cards

Document Management Solutions for Engineering

When it comes to document workflow systems, the field of engineering is a whole different animal. You’re handling CAD files, DWG (AutoCAD) files and DGN (Microstation) files. Your system must be able to store, copy and distribute these files and also allow a client to download and modify them too.

Automate meets all the document management needs of engineering firms. Files can be easily shared with a team, or clients, working from far–flung sites.

Every piece of information can be scanned and stored within an electronic file within the Automate system. If a document needs to be worked on by multiple employees, you can track it through the system; always knowing which version is the most current. Plus, you can restrict access to certain files to protect your, and your client’s, property. That’s something that’s nearly impossible to achieve when everyone is working out of a physical file cabinet or off some shared drive at the receptions desk.

Best of all when a project is completed, you have a full record of its history that’s up to date and ready to refer to as needed in the future. It’s efficient, easy to use and secure.

Several Types of Documents You Can Manage Using Automate:

• Design Requirements
• Design Schematics
• Test Specifications
• Test Results and Test Reports
• Operating Manuals
• Schedules Problem Reports
• Inspection Reports
• Materials Purchase
• Invoices
• Statutory Reports
• Manufacturing Plan
• Assembly Plan

Accounting Solutions for Today’s Highly Regulated Environment

Yesterday’s accounting firm relied on file cabinets, boxes and whatever filing system the secretary deemed logical for organising records. Things have changed today. We’re living in an electronic world. Unfortunately, far too many firms have simply put the administrative assistant’s old filing system on their computers and hoped for the “best”. Let us assure you that the “best” is no longer acceptable – let alone affordable.

Automate combines both workflow process and document management solutions to create a system that gives accounting firms and organisations control beyond anything they’ve experienced in the past. Automate helps you create a business process that controls the flow of work through your office. You can know who is working on a document, who has worked on a document and who is scheduled to contribute down the line.

The result is a highly efficient, streamlined process that serves both your firm and your clients well, and assures greater compliance with stringent laws impacting the accounting field.

Documents You Can Manage Using Automate:

Accounting Practice

• Audit worksheets for each client
• Audited accounts and reports
• ATO tax forms
• Documents relating to tax consultancy services
• Accounting records relating to the practice itself

Financial Accounting

• Sales and Purchase Invoices
• Evidential documents for cash receipts and payments
• Documents supporting accounting adjustments
• Contracts, agreements and correspondence
• Transaction records like Purchase and Sales Registers, Cash and Bank Books and General Journals
• Accounts lists such as Trial Balance, Accounts Receivable and Accounts Payable
• Summary results such as Profit & Loss Account, Funds Flow Statement and Balance Sheet