EDDS Vault

Property Management and Construction Company

Customization Earns Customer's A+ for Service after the Sale

• Company: A Lincoln, Nebraska-based property management and construction company.
• Challenge: Provide secure and easy-to-use document management services for workers that did not require a great deal of training or computer experience while integrating EDDS Vault software with their Timberline accounting system.
• Results: DOCCENTER remained competitively priced even when customization was required. Because it is scalable, it can grow as the company does. Its ease of use was confirmed when workers who had never scanned a document successfully uploaded files to EDDS Vault.
• Impact: DOCCENTER kept implementation on track and provided customization services after the sale, while remaining affordable, efficient and friendly.

Hallie Management, a Lincoln, Nebraska-based property management and construction company, needed a document management service which did not require extensive computer knowledge or training and also integrated with their Timberline accounting software.

An abundance of work at this mid-size company requires employees of Hallie Management to assume a variety of responsibilities. All employees, whether they have a great deal of computer experience or not, need to access and use the service. Additionally, they require a document storage system that is able to grow with the company and be customizable to their diverse needs.

Hallie Management's project managers are responsible for overseeing construction of assisted living facilities. Once a facility is constructed, a property manager is responsible for overseeing its operational activities. Both project and property managers are responsible for receiving and approving vendor invoices for payment by the home office.

The managers and home office accounting staff needed a system that would allow them to scan invoices, associate/index the invoices with accounting information (Vendor Name, Invoice Date, General Ledger Account, etc.), and allow retrieval of the scanned images from their Timberline accounting software.

A critical element to the invoice approval and payment process was centered on having only one point of data entry of the accounting indexes to avoid duplicate entry in the accounting and document repository systems. DOCCENTER created an interface in EDDS Vault that allowed Hallie's managers to index invoices with the accounting information.

After invoices were indexed, the document upload process transferred the accounting information and a link to images in the EDDS Vault repository into the Timberline accounting software. The home office and managers could run a project progress report in Timberline that included links to the invoice images in EDDS Vault. Alternatively, the invoices could also be retrieved directly from EDDS Vault.

Hallie Management compared 20 different document management solution services before deciding that DOCCENTER's EDDS Vault was the right fit for their needs. Implementation stayed on track even as customization issues were solved. As needs arose, DOCCENTER was quick to go back to the drawing board to fine tune EDDS Vault to the requests of their customer.

Ease of use was a vital requirement. DOCCENTER fit the bill by providing an interface that is both user-friendly and intuitive.

"Many software companies are quick to sell you their product but are poor on service and support. DOCCENTER scores an A+ in service after the sale. To date, there has never been an instance when a phone call or support request has not been answered in a prompt and efficient manner. We look forward to a long relationship with DOCCENTER and EDDS Vault and would highly recommend it to any small or large company looking for a document management solution."

- Kathy Lewis, Controller