With mountains of paper in dealerships, selling cars is a business that usually ends up with a lot of paper, time and money wasted. One company, Toyota Finance, is looking to rid themselves of the shackles of paper and move into the modern era across Australia with document imaging, according to Image and Data Manager. The customized solution uses a robust feeding mechanism to help make sure the project is as successful as possible.
“Not only was the software reconfigured to enhance the business process & paper workflow but [the provider] also tailored simple training guides for each dealership to ensure maximum productivity and ease of use from day one,” according to the website. “Initially Toyota Finance were looking to explore a cloud document processing solution that would extract data from the loan applications and kick off digital workflow. However it was decided to initiate the project with a compact document scanning solution that would capture the necessary unstructured finance documents with clarity.”
Accounting for all the documents is a long process, so the image sizes had to be kept to a minimum. The digitized paper was scanned across a wide area network to the Toyota Finance central processing facility. One imaging professional working with the project said settlement time for finance applications was now reduced by weeks, as it previously took a long time to send paperwork back and forth. This legacy process often created a bottleneck in workflow toward the end of the month, Image and Data Manager said.
With this new process in place, employees of the dealership finance company can have more process and easily use the customer experience applications for finance. There may eventually be more complex moves or a cloud solution brought in, but for now this document scanning solution should serve Toyota well.
Reasons to consider document management for automotive dealerships
For those automotive companies on the fence about working with scanning and document management systems, Technical Communications Center offered some positives that can be gained from implementing a system such as this. Some benefits include:
- Saving money by reducing the amount of paper, file cabinets and office supplies needed
- Spending less time with physical files by being able to easily page through electronic records
- Freeing up space that was not previously available before in the dealership
- Making compliance easier and more efficient by having a more full view of the system
“Document management has many benefits for automotive dealerships of any size,” the source said. “Small dealerships can get a handle on files before they get too big and large dealerships will realize time and money savings by eliminating some of the paper files already on hand – effectively turning mountains into molehill.”