Roll Group achieves full control of expenditure with straight-through invoice processing

Challenge  

Roll Group is a leading specialist in heavy lifting and transportation solutions, comprising the RollDock division - operating a fleet of modern vessels with specialist loading capabilities - and Roll-Lift, which delivers heavy lifting, transportation, and on-site installation solutions. The Group operates internationally from offices across the USA, Netherlands, UK, Singapore, and Australia. 

Each year, Roll Group receives around 10,000 invoices in 30 different currencies, all processed at the head office in the Netherlands. Rapid international growth made this increasingly complex. Invoices were passed manually from person to person with no transparent audit trail, making it difficult to confirm whether invoices had been approved by the authorised manager. Invoices were misplaced and occasionally overdue by the time they surfaced. The Finance team had no efficient way to monitor invoice status across international locations. 

The Group required a secure, scalable solution that its employees could access from anywhere in the world, 24 hours a day - with integration to its Twinfield accounting software and clear visibility of financial commitments across all operating companies. 

Solution 

Roll Group implemented the Proactis Invoice Capture platform to replace its manual, paper-based process with a single, cloud-based solution for straight-through invoice processing. Incoming invoices are now digitised using invoice scan and capture functionality and entered directly into the system. Approval is cost-centre based, with invoices automatically routed to the authorised manager through a structured workflow. Once approved, invoices are automatically forwarded to the Twinfield accounting system through seamless integration. 

To improve visibility of long-term financial commitments, Roll Group also uses Proactis Contract Management to register and monitor lease agreements and other long-term contracts. Registering these agreements once in the system reduces the administrative workload associated with recurring invoice processing and increases efficiency across the finance function. 

The cloud-based nature of the platform means invoices can be reviewed, approved, and processed from any location worldwide - an essential capability for a business operating across five continents.