Carisch, Inc. is a food distributor for Arby’s fast food franchises in Minnesota, North Dakota, Montana, Wisconsin, Florida, Iowa, and Nebraska. Based in Wayzata, Minnesota, Carisch excels in providing quality goods and services.
But they had a problem. Paper-based paperwork was slowing them down—and costing them much more than they bargained for.
The Paperwork Problem
Carish purchases goods and services for its Arby’s stores. Those purchases turn into invoices. And managing all of those invoices on paper got expensive fast.
Their paperwork problem gets further complicated by the fact that they contract services—like window cleaning, snowplowing, and garbage collection—locally. So they didn’t have a way of comparing one location to another.
Employee records add another layer to the paperwork problem. High employee turnover rates are common in the service industry. So Carisch has to manage paperwork that typically includes 4,200 W-2 employee tax forms each year—even though they only have 1,700 employees on the payroll at a time.
Document Management Changed Everything
Carisch needed help with invoices and employee records. And they got it with Webdocs from HelpSystems Document Management (RJS).
Webdocs changed everything.
Today, documents are stored and managed electronically. They can be retrieved in an instant. And access to these documents is kept secure.
It’s easy to set up users and tell Webdocs what folders each user has rights to use. For example, it’s easy to say who can access the accounts payable documents and what invoices they can see. And we can define those access rights down to the store level.
Mark Gregory, CFO, Carisch
On the AP Invoice Front
Barcodes are placed on accounts payable (AP) invoices the moment they arrive. These invoices are then canned into Webdocs, which is synced with their accounting software. This means that AP employees can enter the barcode number in the accounting software and pull up the scanned document in Webdocs. It’s as easy as that.
On the HR Document Front
All human resources (HR) documents—like employment applications, employee reviews, and W-2 and I-9 forms—are also scanned into Webdocs. HR personnel and managers get instant access to these documents. And the HR documents are kept safe from prying eyes.
How Carisch Saved Over $280,000
One of the biggest reasons Carisch chose Webdocs was its low total cost of ownership (TCO). But they got way more than they bargained for when they uncovered $280,000 in savings off the bat.
Once their invoices were in Webdocs, Carisch was able to investigate its local service contracts.
We noticed that some stores were running at $10,000 a year for contract services, while other stores were running at $5,000. We sent an e‐mail to all of our regional managers and had them investigate why there were differences. Hyperlinks in the general ledgers allowed the regional managers to view the relevant invoices in Webdocs. As a result of doing this investigation we saved $250,000.
Mark Gregory, CFO, Carisch
Carisch also hired a consultant to find cost savings in their garbage collection costs. The consultant needed copies of the garbage bills from the previous years. It would’ve taken days to assemble the invoices on paper. But with Webdocs, all invoices were gathered in an instant. As a result, they saved another $30,000.
And the more Carisch uses Webdocs, the more savings and flexibility they find. Choosing Webdocs was the right call—and it might be for you, too.