Case Study: ROTEX Heating Systems achieves rapid, SOX-compliant invoice approvals and paperless document management with DocuWare

ROTEX Heating Systems - Customer Case Study

ROTEX Heating Systems, a Güglingen, Germany–based manufacturer of heating systems with about 350 employees, needed to modernize its administrative processes—most urgently the authorization of roughly 150 incoming A/P invoices per day. Their paper-based, internal-mail workflow (with four-eyes signature rules) caused long delays when staff were absent, poor visibility of document status, lost time searching for proposals and contracts, and missed early-payment discounts.

In October 2012 ROTEX implemented DocuWare, integrated directly with SAP and Microsoft SharePoint, to digitize incoming documents and run an electronic invoice-authorization workflow with tamper-free archiving and an audit trail. About 80 employees now use the system (including remote access), invoices can be authorized in minutes, processes are SOX-compliant, early-payment discounts are captured, and more than 30,000 documents are archived digitally—saving space (about 190 binders a year) and dramatically reducing search and processing times.

ROTEX Heating Systems

Stefan Blumhagel

IT Project Director