McMakler Case Study

Office management and financial accounting at prop-tech company McMakler benefit in several ways thanks to digitization of letter mail

Find out how the prop-tech company McMakler is able to significantly relieve its employees of manual, routine scanning tasks thanks to Caya. Read also why this improves the customer experience and why financial accounting in particular benefits from automating processes that were previously processed manually.

McMakler is the leading hybrid broker in Germany. With its own technology and operating platform, the company is a pioneer in digitizing the real estate sector. Since the beginning, McMakler has focused on digitizing all processes in the value chain and making them accessible more efficiently - this includes both internal mail and information, notices and associated invoices that McMakler requests for real estate sellers and receives by post. First, these documents had to be scanned manually by a team.

challenge

As a full-service real estate service provider, McMakler supports its clients in requesting the necessary decisions from authorities. “Letter mail is required, among other things, because we want to deliver on our promise to support sellers throughout the sales process. A dedicated team receives notifications, information and invoices from municipalities, which are sent almost exclusively by post,” says Raphael Thelen, Vice President Finance at McMakler. He adds: “These documents have been scanned so far, which took a lot of time and nerves.”

When a large number of employees began working from home with the outbreak of the pandemic, McMakler was faced with another challenge. “Because employees need access to the mail that arrives every day in order to do their job,” explains Raphael Thelen. This was true for various departments, such as the document team, the legal department, the financial accounting department and the personnel department.

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“Receives a wide range of information, notices and invoices from municipalities by post.”

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requisitions

When evaluating a suitable partner for digitizing letter mail, McMakler quickly came across Caya. In addition to digitizing letter mail with the Caya Document Cockpit, Caya also offers a smart document management system. The connection of more than 30 software solutions to Caya, including accounting or project management software, provided additional arguments. The connection of digitized mail to accounting tools at McMakler should provide a further basis for automated, digital business processes and significantly accelerate them. The aim should be to only check instead of typing in. Caya reads billing information via OCR scan automatically extracts and inserts data into the input fields of various accounting tools.

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solution

“We then made a virtue out of necessity,” Raphael Thelen reports about the start of the corona crisis. This means: McMakler accelerated the planned project and successfully tested it. The agile workforce was immediately able to work independently. Since then, McMakler has had Caya pick up the mail to have it digitized in one of the modern scan centers. The result: “On the same day, the documents, including their respective envelopes, are ready in a digital mailbox,” says Raphael Thelen. Office management employees assign these to the responsible departments. They can then directly edit the mail as PDFs. In addition, McMakler has linked Caya to the CANDIS accounting tool via an interface. This automatically imports relevant documents into the accounting solution. As a result, employees in financial accounting simply have to check the information instead of typing it in themselves. With another connected tool, the invoices are brought to payment. The DATEV accounting tool is used here. The linked solution imports the documents so that they can be paid and posted.

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“Significant time savings by linking digitized letter mail with CANDIS and DATEV”

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upshot

By post-digitization with Caya and the complete digitization of further processes will relieve office management in particular, but the document team and the finance department will also no longer have to deal with manual routine activities. Since the lack of media breaks prevents errors and shortens the processing time of documents, the quality of service has also been improved. This in turn has a positive impact on the customer experience.

Numerous processes along the entire supply chain have already been digitized. This includes receivables and reminders. Preliminary contacts are qualified using video calls, real estate valuation is carried out using data pools, algorithms and machine learning, and marketing, including optimization of time resources, via real estate portals. Using Caya helps McMakler to increase its own efficiency through greater digitization.

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