Helping a Multi-Business Enterprise Extend OnBase with Savvy OCR
Savvy Source helped multi-company contractors standardize document management at scale.
Helping a
Multi-Business Enterprise Extend OnBase with
Savvy OCR
Savvy Source helped multi-company contractors standardize document management at scale.
The Challenge
As The Stevens Group continued to grow, so did the complexity of managing documents across multiple companies, departments, and ERP systems. The organization needed a central document management platform that could support:
• Multiple business units
• Role-based access and separation of duties
• High-volume accounts payable processing
• Accounts receivable documentation
• ERP integrations across different operating companies
• Consistent document storage, routing, approval, and retrieval
Accounts payable was a key area for improvement. Invoices needed to be captured, indexed, routed for approval, and entered into the appropriate ERP system. Manual indexing and processing created extra work for accounting staff and slowed down the overall process.
The solution
The Stevens Group uses OnBase as its central electronic document repository, with Savvy Source providing technical support, implementation, and integration services. The OnBase environment supports a wide range of document and workflow processes, including accounts payable automation, accounts receivable document capture, billing documentation, corporate records, legal agreements, finance documents, and contracts. Most recently, Savvy Source helped The Stevens Group reduce manual effort with Savvy OCR, a capture tool that helps index accounts payable invoices automatically. With Savvy OCR, AP invoices are captured, categorized, and routed to the correct approvers based on defined business rules. Once approved, invoices are automatically uploaded into the appropriate ERP system, including Jonas. This gives the accounting team a single view of AP invoices across multiple business units while still maintaining the controls, routing, and separation required by each company.
Key Capabilities
The Stevens Group’s OnBase environment includes:
○ Centralized enterprise document storage
○ Automated AP invoice capture and indexing
○ Invoice approval routing by business rules
○ ERP upload after approval
○ AR document capture and storage
○ Delivery ticket and invoice document management
○ Automated invoice email distribution with related documentation attached
○ Role-based access by user, department, and business unit
○ Support for multiple ERP integrations
○ Long-term OnBase upgrades, migrations, and support
Integrated Systems
Savvy Source has helped Stevens connect OnBase with several systems used across the organization, including:
○ Outlook
○ iPad mobile approval
○ Jonas Construction ERP
○ CommandSeries Saradex ERP
The results
By extending OnBase with Savvy OCR and continuing to improve document workflows, The Stevens Group has created a stronger, more scalable document management foundation. Current results include:
• 560 GB of managed documents
• 5 million files stored in OnBase
• 47% annual labor savings using OCR capture technology
• 4 integrated systems
• 30 OnBase workflows
• One central repository for enterprise documents
• Reduced reliance on physical file cabinets
• Improved visibility across accounting processes
• Better separation of duties by business unit
• More consistent AP invoice routing and approval
• Consolidated accounting work by function
Final Impact
The Stevens Group of Companies now has a centralized document management platform that supports the needs of a diverse, multi-business enterprise. Instead of relying on disconnected file storage, physical records, and manual invoice handling, The Stevens Group uses OnBase and Savvy OCR to capture, route, approve, store, and retrieve documents more efficiently. Savvy Source continues to serve as The Stevens Group’s long-term OnBase partner, helping the organization maintain its existing solutions while adding new automation where it creates measurable business value.
The Stevens Group of Companies is a Fourth Generation family owned group of companies headquartered in Dartmouth, Nova Scotia. What began as a small construction company has grown into a large diverse group serving Tilt Up Construction, Ready Mix Concrete, Aggregate Quarries, Precast Concrete, Commercial Doors Frames and Hardware, Commercial Millwork, Commercial Properties, Long Term care and other related industries.
Across its many companies, The Stevens Group manages a large volume of business-critical documents, including accounts payable invoices, delivery tickets, customer invoices, legal agreements, finance records, contracts, and corporate documentation.
For more than eight years, Savvy Source has supported The Stevens Group, beginning with the company’s initial OnBase deployment and continuing through upgrades, server migrations, workflow expansion, ERP integrations, and the rollout of OnBase across multiple business units.
Location
Dartmouth, Nova Scotia
Industry
Construction & Construction Supply
Core Services
Ready-Mixed Concrete & General Building Contracting
The Stevens Group of Companies is a Fourth Generation family owned group of companies headquartered in Dartmouth, Nova Scotia. What began as a small construction company has grown into a large diverse group serving Tilt Up Construction, Ready Mix Concrete, Aggregate Quarries, Precast Concrete, Commercial Doors Frames and Hardware, Commercial Millwork, Commercial Properties, Long Term care and other related industries.
Across its many companies, The Stevens Group manages a large volume of business-critical documents, including accounts payable invoices, delivery tickets, customer invoices, legal agreements, finance records, contracts, and corporate documentation.
For more than eight years, Savvy Source has supported The Stevens Group, beginning with the company’s initial OnBase deployment and continuing through upgrades, server migrations, workflow expansion, ERP integrations, and the rollout of OnBase across multiple business units.
Location
Dartmouth, Nova Scotia
Industry
Construction & Construction Supply
Core Services
Ready-Mixed Concrete & General Building Contracting
The Challenge
As The Stevens Group continued to grow, so did the complexity of managing documents across multiple companies, departments, and ERP systems. The organization needed a central document management platform that could support:
• Multiple business units
• Role-based access and separation of duties
• High-volume accounts payable processing
• Accounts receivable documentation
• ERP integrations across different operating companies
• Consistent document storage, routing, approval, and retrieval
Accounts payable was a key area for improvement. Invoices needed to be captured, indexed, routed for approval, and entered into the appropriate ERP system. Manual indexing and processing created extra work for accounting staff and slowed down the overall process.
The solution
The Stevens Group uses OnBase as its central electronic document repository, with Savvy Source providing technical support, implementation, and integration services. The OnBase environment supports a wide range of document and workflow processes, including accounts payable automation, accounts receivable document capture, billing documentation, corporate records, legal agreements, finance documents, and contracts. Most recently, Savvy Source helped The Stevens Group reduce manual effort with Savvy OCR, a capture tool that helps index accounts payable invoices automatically. With Savvy OCR, AP invoices are captured, categorized, and routed to the correct approvers based on defined business rules. Once approved, invoices are automatically uploaded into the appropriate ERP system, including Jonas. This gives the accounting team a single view of AP invoices across multiple business units while still maintaining the controls, routing, and separation required by each company.
Key Capabilities
The Stevens Group’s OnBase environment includes:
○ Centralized enterprise document storage
○ Automated AP invoice capture and indexing
○ Invoice approval routing by business rules
○ ERP upload after approval
○ AR document capture and storage
○ Delivery ticket and invoice document management
○ Automated invoice email distribution with related documentation attached
○ Role-based access by user, department, and business unit
○ Support for multiple ERP integrations
○ Long-term OnBase upgrades, migrations, and support
The results
By extending OnBase with Savvy OCR and continuing to improve document workflows, The Stevens Group has created a stronger, more scalable document management foundation. Current results include:
• 560 GB of managed documents
• 5 million files stored in OnBase
• 47% annual labor savings using OCR capture technology
• 4 integrated systems
• 30 OnBase workflows
• One central repository for enterprise documents
• Reduced reliance on physical file cabinets
• Improved visibility across accounting processes
• Better separation of duties by business unit
• More consistent AP invoice routing and approval
• Consolidated accounting work by function
FINAL IMPACT
The Stevens Group of Companies now has a centralized document management platform that supports the needs of a diverse, multi-business enterprise. Instead of relying on disconnected file storage, physical records, and manual invoice handling, The Stevens Group uses OnBase and Savvy OCR to capture, route, approve, store, and retrieve documents more efficiently. Savvy Source continues to serve as The Stevens Group’s long-term OnBase partner, helping the organization maintain its existing solutions while adding new automation where it creates measurable business value.
The Stevens Group of Companies is a Fourth Generation family owned group of companies headquartered in Dartmouth, Nova Scotia. What began as a small construction company has grown into a large diverse group serving Tilt Up Construction, Ready Mix Concrete, Aggregate Quarries, Precast Concrete, Commercial Doors Frames and Hardware, Commercial Millwork, Commercial Properties, Long Term care and other related industries.
Across its many companies, The Stevens Group manages a large volume of business-critical documents, including accounts payable invoices, delivery tickets, customer invoices, legal agreements, finance records, contracts, and corporate documentation.
For more than eight years, Savvy Source has supported The Stevens Group, beginning with the company’s initial OnBase deployment and continuing through upgrades, server migrations, workflow expansion, ERP integrations, and the rollout of OnBase across multiple business units.
Location
Dartmouth, Nova Scotia
Industry
Construction & Construction Supply
Core Services
Ready-Mixed Concrete & General Building Contracting
The Challenge
As The Stevens Group continued to grow, so did the complexity of managing documents across multiple companies, departments, and ERP systems. The organization needed a central document management platform that could support:
• Multiple business units
• Role-based access and separation of duties
• High-volume accounts payable processing
• Accounts receivable documentation
• ERP integrations across different operating companies
• Consistent document storage, routing, approval, and retrieval
Accounts payable was a key area for improvement. Invoices needed to be captured, indexed, routed for approval, and entered into the appropriate ERP system. Manual indexing and processing created extra work for accounting staff and slowed down the overall process.
The solution
The Stevens Group uses OnBase as its central electronic document repository, with Savvy Source providing technical support, implementation, and integration services. The OnBase environment supports a wide range of document and workflow processes, including accounts payable automation, accounts receivable document capture, billing documentation, corporate records, legal agreements, finance documents, and contracts.
Most recently, Savvy Source helped The Stevens Group reduce manual effort with Savvy OCR, a capture tool that helps index accounts payable invoices automatically. With Savvy OCR, AP invoices are captured, categorized, and routed to the correct approvers based on defined business rules.
Once approved, invoices are automatically uploaded into the appropriate ERP system, including Jonas. This gives the accounting team a single view of AP invoices across multiple business units while still maintaining the controls, routing, and separation required by each company.
Key Capabilities
The Stevens Group’s OnBase environment includes:
○ Centralized enterprise document storage
○ Automated AP invoice capture and indexing
○ Invoice approval routing by business rules
○ ERP upload after approval
○ AR document capture and storage
○ Delivery ticket and invoice document management
○ Automated invoice email distribution with related documentation attached
○ Role-based access by user, department, and business unit
○ Support for multiple ERP integrations
○ Long-term OnBase upgrades, migrations, and support
Integrated Systems
Savvy Source has helped Stevens connect OnBase with several systems used across the organization, including:
○ Outlook
○ iPad mobile apporval
○ Jonas Construction ERP
○ CommandSeries Saradex ERP
The results
By extending OnBase with Savvy OCR and continuing to improve document workflows, The Stevens Group has created a stronger, more scalable document management foundation. Current results include:
• 560 GB of managed documents
• 5 million files stored in OnBase
• 47% annual labor savings using OCR capture technology
• 4 integrated systems
• 30 OnBase workflows
• One central repository for enterprise documents
• Reduced reliance on physical file cabinets
• Improved visibility across accounting processes
• Better separation of duties by business unit
• More consistent AP invoice routing and approval
• Consolidated accounting work by function
Final Impact
The Stevens Group of Companies now has a centralized document management platform that supports the needs of a diverse, multi-business enterprise. Instead of relying on disconnected file storage, physical records, and manual invoice handling, The Stevens Group uses OnBase and Savvy OCR to capture, route, approve, store, and retrieve documents more efficiently. Savvy Source continues to serve as The Stevens Group’s long-term OnBase partner, helping the organization maintain its existing solutions while adding new automation where it creates measurable business value.
Solution mechanism
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Savvy has been with us since the beginning of our OnBase journey. They understand our environment in detail, provide excellent support, and have been a great partner to work with.
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