How Crown Records Management Eliminated Manual Invoice Processing with ShareDocs Enterpriser
Crown Records Management handles physical records for hundreds of clients — which means a constant, high-volume flow of supplier invoices. ShareDocs Enterpriser automated the entire AP cycle from receipt to payment.
Crown Records Management handles physical records for hundreds of clients — which means a constant, high-volume flow of supplier invoices across dozens of vendors and multiple locations.
Every invoice had to be manually checked, matched to a PO, routed for approval, and processed for payment. Delays, errors and zero visibility were costing the business. Nobody could see where any invoice was in the process without asking around.
The Challenge
- ✗Slow manual invoice processing
- ✗Limited transactional transparency
- ✗Delayed claim reimbursements
- ✗Errors in amounts released
The Solution
- ✓Pre-defined approval hierarchy by value and location
- ✓Validation of invoices against PO before routing
- ✓Rule-based workflow movement — no manual intervention
- ✓Location-based scenarios for different user groups
How we implemented it
Process assessment
Invoice acceptance and payment process mapped end-to-end — every approval stage, every exception scenario.
Configuration
Requirements configured and customisations built on ShareDocs Enterpriser — PO matching rules, routing logic, user groups.
Training & support
Crown Records users trained across locations and ongoing support provided with a dedicated account team.
Frequently asked questions
What is accounts payable automation and how does ShareDocs support it in India?
Accounts payable automation replaces manual invoice receipt, data entry, PO matching, approval routing and payment release with a digital workflow. ShareDocs Enterpriser automates the full AP process — invoices are received, validated against POs, routed through a pre-defined approval hierarchy, and payment is released with a complete audit trail.
Can ShareDocs handle multi-location invoice approvals?
Yes. ShareDocs supports location-based workflow routing — invoices from different offices or supplier locations can be routed to the appropriate approvers based on configurable rules. Crown Records Management used this to manage their multi-location operations with different approval requirements per region.
How does PO validation work in ShareDocs?
When a vendor invoice is received, ShareDocs can automatically match it against the corresponding purchase order — validating vendor name, line items, quantities and amounts. Discrepancies are flagged for review before the invoice moves forward in the approval workflow, preventing errors in payment amounts.
Automate your AP process like Crown Records did
See ShareDocs vendor invoice management in a live demo configured for your workflow.
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