Commercial Truck Dealership Streamlines Operations and Improves Customer Service with DocStar Enterprise Content Management and AP Automation
Lee-Smith, Inc. reduces paper burden, improves customer-centricity, productivity, security, and compliance
Epicor Software Corporation, a global provider of industry-specific enterprise software to promote business growth, today announced Lee-Smith, Inc. is leveraging DocStar Enterprise Content Management (ECM) to reduce paper burden, improve customer service, efficiency, security, and compliance.
Founded in 1939 as a family business in Chattanooga, Tenn., Lee-Smith, Inc. is now the Southeast’s largest locally owned commercial truck dealer for International, Ford and Isuzu trucks. In its 75+ years in business, the company has grown to comprise 4 companies with 8 buildings on 60 acres—and just as much paperwork associated with every deal, every service procedure and every part or supply ordered. “We spent too much time handling and shuffling documents—moving things from point A to point B to point C, each time increasing the probability of something being lost or misfiled. It cost a lot just to manage all that paper,” recalled Mark Graves, IT manager, Lee-Smith, Inc.
To solve this growing problem the company needed a solution that was easy to use, could efficiently store both legacy and new documents, and could interface directly with its Karmak dealer management software. “Karmak’s willingness to work with DocStar was at the top of our list of must-haves,” said Jeff Berger, vice president of business operations and technology at Lee-Smith. “The fact that DocStar ECM can integrate with Karmak Fusion and Karmak INFO5 will allow us to continually grow with both systems well into the future.”
Lee-Smith selected the DocStar ECM and DocStar ECM AP Automation, with an integration to its existing dealer management systems for an even better return on investment. The integration between the DocStar solution and Karmak creates a seamless connection between the two systems, for improved productivity and cost savings.
“DocStar offers the perfect solution for companies looking to improve efficiencies by reducing paper burdens,” said Tom Franceski, vice president and general manager, DocStar. “It’s easy to use and with built-in flexibility to scale and add new functionality as needed, it allows businesses to find new ways to expand and improve within departments.”
“Lee-Smith and Karmak have been long-time business partners since 1985. When we learned they were also partnering with DocStar to help streamline their content management, we saw benefit in working with DocStar to make the integration between our systems as seamless as possible,” says John Lebel, director of Strategic Partnerships, Karmak, Inc. “Our goal is to help our clients increase productivity and efficiency, and we’re thrilled to help customers do exactly that by partnering with DocStar.”
"DocStar ECM has allowed us to eliminate at least 70% of our file cabinets and we are working on at least another 20%. By the time we are done, we will virtually eliminate our paper storage costs and paper-related expenses.”
Automate processes across the organization for greater efficiency and savings
The first challenge Lee-Smith tackled was moving piles of paper documents into the DocStar solution for near-instant retrieval in real-time. “DocStar ECM has allowed us to eliminate at least 70% of our file cabinets and we are working on at least another 20%. By the time we are done, we will virtually eliminate our paper storage costs and paper-related expenses,” said Berger.
With the majority of its paperwork now stored electronically, the team can easily access information on customers for faster, more efficient service with search engine-like functionality. Now, instead of having to place customers on hold, the company can search by any number of fields such as work order number, VIN or customer number and pull it up right on the screen—turning into a minute what used to take hours.
Accounts Payable has also begun to streamline accounting processes. Instead of having to log, copy and physically route invoices, approved invoices are scanned and stored electronically for improved efficiency.
With staff at every level using the solution, there is great potential for additional workflow optimization. “We have a large list of additional projects where we plan to use DocStar ECM and are very excited about shifting employees’ time to more important tasks such as quickly resolving customer inquiries,” concluded Berger.