Case Study: Comfort Systems USA National Accounts, LLC achieves rapid, paperless invoice processing and streamlined accounting with DocuWare

How ECM Transformed One HVAC Company’s Accounting Processes

Comfort Systems USA, a national HVAC services provider, was bogged down by a paper-based accounting workflow: staff spent hours each morning photocopying, sorting and filing nearly 4,000 invoices a month, with processing a batch taking more than a day. The manual system caused slow invoice distribution, risk of lost documents and diverted employees from higher-value work.

The company implemented an enterprise content management (ECM) system with scanners and multi-function devices to automatically import, index and route invoices (including email and FTP submissions) using point-and-click indexing and electronic stamps. As a result, invoice batches now take under an hour to process, accounts receivable and payroll adopted the system, cash flow and customer responsiveness improved (including early-payment discounts), and 20–30 filing cabinets were removed to free office space.

Comfort Systems USA National Accounts, LLC

Julie Priest

Controller