Webprojaggt advertising agency

Advertising agency ditches tedious paperwork with digital document management

Find out how the innovative advertising agency Webprojaggt significantly improved its administrative processes with Caya, saving 30 per cent of time on bookkeeping preparation!

As a full-service agency, Webprojaggt offers everything needed for a successful corporate advertising presence – from conceptualisation, photography, film and audio production to graphic design for print, as well as the programming of websites, apps, database applications and interfaces.

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Challenge

Although Webprojaggt’s core business is digital, the agency’s administrative side was primarily analogue. All incoming and outgoing invoices were kept on paper to answer any potential queries, for example from the tax office. This meant that supplier invoices received by email had to be printed out, which was very time-consuming.

The actual bookkeeping and payroll are handled by an accountant who receives the necessary documents via "DATEV Unternehmen online". Consequently, invoices received by post had to be digitised to be uploaded to the portal. As outgoing invoices were also printed and filed, the number of folders grew continuously, and the time spent scanning and printing increased. Furthermore, Webprojaggt staff spent a long time searching for specific invoices whenever the accountant requested them.

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Requirements

All invoices needed to be stored digitally in a document management system in compliance with legal requirements. It was important to Webprojaggt that documents could be easily added to the system via drag and drop and read using OCR technology, so they could be quickly retrieved via a keyword search. A clear folder structure that could be changed dynamically without having to laboriously rearrange the documents within it was also required for transparency.

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Solution

During their research, Webprojaggt discovered Caya and gave it a try. It turned out that the Document Automation Suite met the advertising agency’s requirements exactly, was easy to use and offered good value for money. The software is self-explanatory, following a plug-and-play principle, and can therefore be used immediately without any implementation or training effort. At the same time, the system supports a wide range of common business processes.

Caya enables automated document processing, including text recognition (OCR) and data extraction, structured document management in folders, full-text search, invoice payment via PayNow, and the forwarding of documents to third-party solutions or other employees. All documents are stored in the Caya Document Automation Suite in an audit-proof manner.

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Result

Convinced by the scope of Caya’s services, the company set up an account and has since been in the comfortable position of being able to archive all invoices digitally. Invoices received by email are transferred directly into the Document Automation Suite and the connected "DATEV Unternehmen online" – eliminating the previously time-consuming printing, sorting and filing in folders. Invoices uploaded to Caya are automatically identified as such by the underlying AI and tagged accordingly. This ensures clear sorting and easy retrieval of documents.

Furthermore, other correspondence with providers as well as personnel matters, such as sick notes or holiday requests, are now clearly filed in the respective folders and can be quickly found via the full-text search. Overall, Webprojaggt has been able to reduce time-consuming, monotonous work related to bookkeeping preparation – including the elimination of paper-based document filing – by around 30 per cent, and benefits from simpler processes and lower printing and paper costs.

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About Webprojaggt

Webprojaggt Werbeagentur GmbH & Co. KG was founded in 2003 as a full-service advertising agency dedicated to covering all areas of professional advertising. Based at its headquarters in Pressath in the Upper Palatinate, the agency currently employs ten people and is also supported by freelancers on a project basis.