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Embarking on an administrative transition to integrated and automated digital management is a process that requires careful consideration upfront. The decision is not a simple one, and several criteria come into play to ensure a company makes a well-informed choice. Therefore, we have outlined the main reasons, according to our clients, that make Viridem a valuable asset for their business.
1. Speed of Implementation
In the majority of our installations, companies are migrating for the first time, abandoning the paper-based handling of their documents. This step can seem daunting. Will the transition go smoothly? Will the process be tedious?
On our side, at Viridem, we’ve handled numerous similar transitions, and we know exactly how to guide you toward a successful installation! The implementation process happens gradually, starting with the administrative spheres that will have the greatest impact on optimizing your processes. The full installation, though continuously evolving, typically takes around three months, during which you will receive full support. By then, you’ll wonder how you ever managed without our software!
2. Quality of Service and Support Offered
Our clients are often amazed (even before becoming clients) at all we are willing to do to ensure our solution meets their needs. We take the time to understand each company’s reality, adapt the software as needed, and provide necessary training to ensure your team fully understands Viridem and all the possibilities it offers!
A major advantage of choosing Viridem is that technical support is located in Victoriaville, the same place where the software was developed and is continually improved. This simplifies life for both us and you!
3. Quick and Measurable Return on Investment
Implementation is fast, your team becomes autonomous quickly, and the results are evident! Most of the time, we begin the software installation with the accounts payable department, as this is often where the return on investment is most significant. Let’s say you process around 800 invoices monthly (manually!) and these invoices pass through several hands for various checks and approvals. We estimate that each invoice takes approximately 15 minutes of your time in total. Let’s be honest, it’s often more! Do the math: 800 invoices multiplied by 15 minutes equals 200 hours per month that you save! Multiply those 200 hours by the hourly rate of your administrative staff, and it becomes a significant monthly saving.
4. Addressing the Labor Shortage
As we’ve seen, Viridem saves you a lot of time. Here’s an opportunity to assign your staff to more profitable and rewarding tasks. “As much as we want to hire newcomers, train students, we can’t invent them! So, either we find more people to work, or we automate administrative tasks with less added value,” says Dominique Bernier, President and Co-founder of Viridem.
5. Simplified Document Management and Retrieval
By transitioning to digital with Viridem, you eliminate errors, lost invoices, or forgotten documents sitting on a desk! Once again, time is saved! And, by archiving your documents with Viridem, you make document searches easier! Our system considers metadata, meaning Viridem recognizes the scanned characters, or the content of your documents. For a simple search, for instance, Viridem looks at the content of your documents, not just their titles, to include everything that might be relevant in the search results. This is optical character recognition (OCR), and you’ll see how useful it is! It’s a smart way to organize documents related to human resources or health and safety prevention, for example.
6. Significantly Reduced Archiving Space
Since your documents are securely stored online, on your own servers, or in the cloud on remote servers, the need for physical archive rooms is a thing of the past!
Gone are the days of boxes of paperwork stacked high, where information is long and difficult to find. With remote work becoming increasingly popular, many companies are choosing to downsize their office space. Why carry so much paper along with you?
7. Facilitated Remote Work
Now that your important documents are accessible from anywhere, your team can work anywhere just as effectively. This need became urgent during the pandemic and remains relevant today, with employees requesting to continue remote or hybrid work. Implementing Viridem into your operations not only helps retain your workforce but also opens the door for recruitment beyond your usual perimeter.
8. The Ecological Impact of a Paperless Office
It goes without saying that reducing paper is beneficial for the environment. While this ecological benefit is notable for companies accustomed to managing everything in print, for the new generation of workers, a company that minimizes its use of resources should be the norm! Transitioning to paperless is exactly the type of action that demonstrates a shared value and could promote recruitment. However, the other operations of the company must also align with this environmental awareness.
9. Saving Time and Money
With all the points already mentioned, your benefit is clear. Everything happens more quickly: invoice approval, payment processing, document retrieval, archiving, etc. By automating accounts payable, you save several steps that would otherwise require human intervention, such as the numerous follow-up emails for approvals. You know what we’re talking about! Plus, no transactional fees are charged for using Viridem, which quickly becomes your everyday ally.
10. The Software’s Adaptability
Since its creation, Viridem has already been improved and modified to make its use simple and efficient. We are aware that each of our clients has their own specific reality. We dedicate ourselves to understanding the real needs of the companies who choose us as their partner to offer them a customized configuration of Viridem.
We could list several more advantages of our software and explain in detail how it would benefit your operations. The ideal approach would be to schedule a meeting to see a demo of our solution. The sooner, the better (for you)!
Don’t delay your return on investment.