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Leading logistics firm eliminates paper and improves reporting with hosted solutions from Advanced

SMH Fleet Solutions streamlines the processing of 50,000 purchase invoices each year

SMH Fleet Solutions (SMH Fleet), a leading provider of vehicle management and logistics services to the motor industry, has transformed efficiency by implementing a financial management system with integrated electronic workflow and document management functionality from Advanced Business Solutions (Advanced).

The firm went live with the software, which has already improved management reporting, boosted cash flow and cut paper-based administration, in January 2015. It is being hosted in dedicated data centre facilities by Advanced 365, a sister division of Advanced Business Solutions. The managed service includes 24/7 performance monitoring to ensure the resiliency and security of the system.

SMH Fleet has grown year-on-year sales by 10% during the last five years which has seen its turnover surpass £30 million. The company employs 270 staff across four UK sites in Bolton, Worcester, Gloucester and Bedford.

Advanced’s systems have automated several manually intensive processes and improved the accessibility and reporting of financial information to improve productivity across the organisation.

Justyna Silcock, Finance Manager at SMH Fleet Solutions, explains, “We used our previous finance system for 11 years but it was inflexible and kept crashing and as the business expanded it couldn’t cope. It was a big step for us to seek a new solution but essential in order to improve efficiency.

“We considered three systems but Advanced’s software offered vastly superior reporting and integration capabilities, along with the added flexibility and cost benefits of being hosted in the cloud. The implementation project was also delivered under budget and ahead of schedule.”

The OpenAccounts finance solution has provided greater visibility of operational performance across each of SMH Fleet’s separate sites. The company’s finance team can now close its month-end accounts in a timelier manner and post payments in different financial periods which wasn’t possible before. In addition, the 50,000 purchase invoices it receives each year are now scanned centrally, tagged to the appropriate record in OpenAccounts and electronically stored using the document management technology (powered by V1).

To further streamline purchase-to-pay processes, Advanced’s integrated eBIS workflow system enables invoices and management expenses to be approved remotely. Approvers are alerted by email and can click a link to view the imaged document requiring their authorisation. In September 2015, eBIS will be rolled-out to SMH Fleet’s transporter drivers to enable them to submit expense claims and track their approval from anywhere using the system’s mobile app.

Silcock says, “eBIS has dramatically increased productivity and is regarded as being very easy to use by our employees We no longer experience delays as a result of documents requiring signatory approval or going missing in the internal post. Reducing our reliance on paper has also freed-up vital on-site storage space and eliminated third party archiving costs.

“Our management reporting information is now far more accurate and provides an up-to-date picture of our financial position. Gaining the ability to make payments in different financial periods has also allowed us to spread our costs and increase cash flow.”

Further to the success that SMH Fleet has achieved, the company is considering implementing Advanced’s human resource software, OpenHR, to support its continued growth.


Notes to Editor

About SMH Fleet

SMH Fleet Solutions delivers vehicle management and logistics services to the motor industry. The company has four regional locations based in Worcester, Gloucester, Bedford and Bolton. SMH Fleet provides tailored solutions for vehicle manufacturers, dealers, leasing companies, rental companies and fleet operators.

Advanced Business Solutions

Advanced Business Solutions (Advanced) provides leading integrated business applications and services that enable public, private and third sector organisations to retain control, improve visibility and gain efficiencies whilst continually improving corporate performance. Advanced prides itself on getting close to its customers by understanding their businesses and responding to their evolving needs.

Advanced’s software systems comprise core accounting/financial management, procurement, supply chain management, human resource, payroll and customer relationship management systems. These systems are integrated with a range of collaborative, document management and business intelligence solutions to extend the value and effectiveness of front and back office departments.

Management information systems for school and academies are provided through Advanced’s subsidiaries, Advanced Learning and Compass Computer Consultants.

Advanced also provides specialist vertical solutions for the not-for-profit, sports, arts, live events and legal markets. All solutions can be delivered as a managed or bureau service.
Customers are from both the public and private sectors and include Companies House, Newcastle City Council, NHSScotland, Norfolk Constabulary, Edge Hill University, WH Smith, Royal Bank of Scotland, Aer Lingus, National Express Group, DFS, Liverpool FC, Goodwood, CIPD and RSPB.

Advanced Business Solutions is a division of Advanced Computer Software Group Limited, a leading supplier of software and IT services to the health, care and business services sectors. In 2014, the Group won Tech Company of the Year in PwC’s UK Tech Awards. Advanced was also ranked in the Deloitte UK Fast 50, which recognises the 50 fastest growing technology companies in the UK and ranked in the top 300 technology companies in Deloitte’s EMEA rankings.

Press Contacts:
Angela Mycock and Ben Carey, Advanced Computer Software Group
+44(0)1625 856 513