Denihan Hospitality GroupSuccess Story

Executive SummaryAccounts payable (AP) staff at a prestigious hos-pitality group was constantly distracted from their core functions by requests from other departments for billing-related documents. Digiscribe now scans and uploads all invoices, checks and AP files to a cloud-based repository on a weekly ba-sis. This service is integrated with the company’s ERP platform for real time access to information. AP staff productivity has improved and access to financial information throughout the company is now immediate and direct.

ChallengeThe Denihan Hospitality Group oversees one of the largest privately held and independently op-erated hotel portfolios on the Eastern Seaboard, which includes two distinctly recognizable brands, Affinia Hotels and The Benjamin.

The company’s financial department was partial-ly automated as they were utilizing an electronic based purchasing process. However, their ac-counts payable process was paper based and reliant upon inefficient and unproductive manual procedures. Most importantly, information was inaccessible to employees throughout the organi-zation who needed it on an ongoing basis.

Industry• Hospitality

Challenge• Improve access to financial information• Increase AP staff’s productivity

Solution• Outsource scanning of invoices, checks and AP files

to Digiscribe• Index scanned documents for easy retrieval• Integrate document management software with ERP

platform

Impact• Immediate access to business-critical AP files from

any computer• Improved employee efficiency• Streamlined business process across departments• Faster & more responsive service

New York Office800.686.7577

New England Office877.550.2088 Preferred

Solution Provider®

Success Stories

Management wanted to improve access to financial information throughout the organization and increase the AP staff’s productivity.

The AP staff was spending unproductive time manually managing, filing, and retrieving paper documents. Documents were sometimes misplaced and couldn’t be located when needed, or worse, they were lost forever.

These paper related problems were compounded during the month-end process when the AP staff was inundated with calls from various managers throughout the organization. During these times, productivity was curtailed as the AP staff had to interrupt their core business functions to search for requested docu-ments that then had to be faxed throughout the organization. Documents could not always be found quickly preventing departmental managers from performing their month-end responsibilities in a timely manner.

Solution

Digiscribe provided a cloud-based, paperless, document management system - ImageSilo® - that was easy to implement and cost effective. Business critical AP documents could be quickly and easily stored, ac-cessed, distributed, and shared by AP staff and management throughout the organization directly from their computers.

On a weekly basis, thousands of invoices, checks, and AP files were sent to Digiscribe for prepping, scan-ning, and indexing at their production facility. Within three days, the image and data files were uploaded to ImageSilo for immediate access by Denihan’s employees.

In order to ensure accurate and dependable retrieval, the documents were manually indexed by check number and reference number and then automatically enhanced with 14 index fields matched from Deni-han’s accounting system; such as vendor number, invoice number, purchase order number, amount. Doc-ument retrieval was robust and reliable as there were a multitude of fields that could be searched on. The automation of index values contained costs, eliminated unnecessary keystrokes, and minimized the possi-bility of keying errors.

Digiscribe integrated the system with Microsoft® Dynamics SL, Denihan’s ERP platform, for real-time access to information. AP staff could instantly look-up supporting documentation for any transaction by using a simple keystroke directly from within the system. Adoption rates throughout the organization were high as the interface was easy to learn and user-friendly.

New York Office800.686.7577

New England Office877.550.2088 Preferred

Solution Provider®

Success Stories

Benefits of this Digiscribe Solution

• Immediate access to business-critical AP files from any computer 24/7 throughout the organization

• Greater employee efficiency

• Streamlined business processes among departments

• Faster and more responsive service to interdepartmental managers

• No capital investment required

• No IT support or infrastructure required

• Audit trails, security logs, and utilization reports ensure data security, and regulatory compliance

• No more lost or misplaced documents

• More efficient use of office space and less clutter

• Provided an environmentally-friendly alternative to document printing and copying

Impact

“Implementing a document management system for our accounts payable department wasn’t as much about payback as it was about efficiency, access to information and

making people productive.”

Tom Fedlerman VP of Finance

Denihan Hospitality Group

The VP of Finance was so happy with the results of Digiscribe’s solution that Denihan is planning to incor-porate workflow into the AP business process. Digiscribe would act as Denihan’s PO Box, scan and index the invoices daily and securely deliver them to Denihan’s accounting department in an electronic format for processing and payment. The workflow component will be seamlessly integrated with ImageSilo.

New York Office800.686.7577

New England Office877.550.2088 Preferred

Solution Provider®

Success Stories

Solutions Used

Cloud Document

Management Software

Accounts Payable

Scanning & Indexing

Integration Services

About Digsicribe & Digiscribe New England

New York800.686.7577

New England877.550.2088

Digiscribe delivers paperless office solutions that eliminate manual and inefficient business processes in accounts payable, human resources, and other critical business

areas. Our clients engage us to lower costs, improve efficiency, and mitigate compliance risk throughout their organizations. We offer cost-effective services and software

including outsourced digital mailrooms, mailroom scanning, workflow automation, cloud document management software, and document scanning. Digiscribe’s New York office

is one of the first SOC 2 Type 2 document conversion centers in the tri-state area, and our New England office is a Massachusetts Privacy Law compliant facility. Both offer award winning technical support and customer service, more than 25 years of

experience, and a HIPPA compliance trained staff. Learn more at digiscribe.info.

About Denihan Hospitality GroupDenihan is a privately-held, full service management and development company

operating under Denihan Hospitality and Denihan Investments. Together, they own and/or operate 14 boutique hotels in major urban markets throughout the U.S. For over 50 years, Denihan has built a world-class lodging investment platform within the boutique hotel space, creating value by acquiring, repositioning and managing

independent hotels. The company’s uniquely guest-centric approach, refined through three generations of Denihan leadership, has made it an industry leader in hospitality, property and restaurant development, as well as hotel operations, management and

marketing. More details can be found at www.denihan.com.