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Small Medium Businesses

In a small or medium sized business, the focus is on growth. Successful growth depends on the ability to scale, and that requires maximum efficiency. Toshiba is helping SMBs in all sectors to automate processes, streamline operations and reduce dependency on manual intervention. These businesses are harnessing the power of digital transformation to reduce costs, increase productivity and drive towards the ultimate goal - growth.

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  • Customer Stories

Solutions for Small Medium Businesses

 

 

scalability

Scaling for growth

The key to business growth lies in the ability to scale. One of the limiting factors in many small and medium businesses is paper-based processes. Documents have to be manually processed, moved around the business and filed. More documents mean more person hours. Converting your printed material to digital removes the human touch and dramatically increases the rate at which you can scale your business.

 
 

Working in the cloud

You want to focus on your core business, deliver great service to your clients and generate growth. By moving your technology to the cloud, rather than having it on premise, you reduce the burden on your team, freeing them to focus on core business. The elasticity of the cloud means that your systems grow with you, rather than holding you back.

working in the cloud

 
 

working from home

Working from home

More of your staff are working from home, but you still need to manage processes efficiently and to protect sensitive data. Toshiba has solutions for digitising your paperwork, automating workflows to manage routing and approvals, and secure electronic storage. With our help, working from home can be ‘business as usual’.

 
 

Invoice processing

Cash flow is king in a small or medium business, so you need efficient invoice management and streamlined payment processes. Toshiba offers an AP automation solution with digital document capture of invoices and purchase orders, routing to the right person or department for approval, and secure electronic filing for search and retrieval.

Invoices

 
 

Data insights

Unlock insights in data

You have a wealth of valuable information stored in customer orders, invoices and other documents. It holds insights into your business - if only you could access it efficiently. Electronic document storage and powerful ‘Google-like’ search from Toshiba unlocks the value in your documents.

 
 

Reduce manual tasks

Manual processes are the ‘brakes’ to growth. By automating process workflows, and implementing intelligent document management, secure filing and powerful search and retrieval, small and medium businesses can reduce manual intervention for key tasks, reducing costs and enabling growth.

reduce manual tasks

 
 
reduce paper waste

Reduce paper and print costs

Paper and print costs can be a major source of expense for a small or medium business. Toshiba has solutions to help you get on top of your print costs, with enforceable print rules, print queue and retrieval, and track and charge-back of print jobs.

 
 

Security and compliance

Regulatory compliance is an essential for all businesses, whatever their size. With ever tighter regulations around data security and privacy, a digitised system for managing documents, including storage, archiving and retrieval, will help you avoid a compliance headache.

security

 
 

Integrate systems

Integrate your systems

Your business relies on a range of technology platforms for support. Having all systems interact makes your business more efficient and scalable. Toshiba can help you build a platform strategy that pulls together all your technologies including your cloud applications to your mobile devices, barcoding systems and wireless communication.

 
 

Efficiency

Automated workflows help to streamline processes and keep your business productive.

Compliance

Digitised document management helps to ensure you managed data in line with regulatory standards for security and archiving.

Reduced costs

Streamlined processes, reduced manual handling and reduced print costs free up cash to invest back into the business.

Business growth

Automated, streamlined processes can be scaled rapidly to support the expansion of your business.

Elasticity

A cloud-based platform strategy and automated processes expand to meet your growth demands.

Integration

A single, integrated technology platform ensures maximum efficiency and scalability.

 

Read what our customers have to say

 

jg home bnr 

Success Story

Customer: JG King Homes

Country: Australia

Industry: Construction

 

The Client 

John G. King started building homes in 1985 under the JG King Homes banner. His strategy was an innovative one – pioneer a new standard of home building and do so exclusively with steel frames from BlueScope steel. The JG King 50-year structural warranty is something no other volume builder in Victoria offers.

Since then JG King has built more than 20,000 homes, won countless awards and, most importantly, collaborated with ten’s of thousands of families to build their dream homes. JG King employs approximately 400 employees in its endeavours and process 10,000 to 13,000 invoices per month.

For over 6 years JG King has printed those invoices out on their fleet of 55 Toshiba multi-function devices.

 

The Challenge

“We are a big business that was, in some ways, operating the same way as when John started it back in 85. There were countless opportunities to better leverage technology to gain efficiencies in the business and I identified the AP process as one such opportunity”, Angelo Tsagarakis, Chief Operating Officer, JG King. 

JG King had seen their AP team bloat to 16 heads and growing pre-automation and there were two main challenges with this.

“There was so much pressure on the team to process invoices that we were finding it difficult to keep people employed in the role. What was driving this pressure was requirement to comply with the Security of Payments Act, which essentially means that if we don’t query an invoice within 7 days, we have accepted it and it is due. 

“My team was burning out and it was not uncommon to see them there at nights and weekends at period end. As a leader I felt it my responsibility to solve the problem if not from a financial capacity in my role at JG King, but also from a human element”, continued Angelo.

JG King accepted proposals from 4 vendors to automate their AP process and went through an extensive selection process. Redmap was selected.

“Their sales process was one of the reasons I endorsed the Redmap offering”, Matthew Thornton,  Chief Information Officer, JG King. “They took their time to understand our requirements before even accepting our offer to submit a proposal. They were transparent as to the risks they saw in the project and pushed back on some of our requirements. It was clear that they had done this before and that provided me great comfort given that it would be my responsibility to deliver this project to the business.”

 

The Solution 

JG King use two applications to manage their business, as it pertains to the payables process. Purchase Orders and the management of the Job Costing is performed in Workflow Management Suite (WMS) and the invoices are posted into Timberlink ERP. The data is transferred between the systems via a middleware product called InSynergy.
 
At the core of all AP automation projects is a need to use data from the invoice to manage its approval in the business. To that end Redmap extracts the data from the invoice, checks this data against the PO’s in WMS via InSynergy and based on this either posts the invoice directly to Timberlink (again via InSynergy) or sends it to a resource for their approval.
 
“Our implementation was part product implementation and part software development given the complexity in the business created by the multiple solutions that we use. It was further complicated by the fact that we are essentially 4 different businesses inside one business, with very different requirements”, said Angelo.
 
One such complexity in the business is the management of invoices that are to be re-billed to other parties. On a job site it is not uncommon to see damage caused by a sub-contractor and these costs are re-billed to them, the brick layer broke the vanity for example.
 
Redmap integrated the AR function of re-billing into the AP process to ensure that these costs were re-couped. Invoices that have a re-billing component are sent to a further workflow to give the Finance team visibility to those invoices and also to raise the appropriate claims.
 
“I was really impressed with Redmap’s project delivery. Change is hard and Redmap held our hand throughout it all. Whether it was pro-actively identifying issues or acting as a sounding board to bounce ideas off, Redmap really were our partner in this process”, said Angelo.

 

The Result 

JG King provided their field resources with a fleet of iPads to allow them to approve invoices on the fly and the results speak for themself. Invoices are now processed in close to real time, the Finance team have complete visibility over the process and $750K of cost benefit has been driven to the bottom line, yearly.
 
“This project is a source of great pride for my team. Whilst it was really hard at times, and much of that was our own internal challenges, I smile when I think of how far we have come. I knew that there were significant head count savings in automation and so as my staff left the business via natural attrition, I employed temp staff to re-fill the vacated positions. This gave me great flexibility as we started to go live business unit by business unit.
 
“The team in the field, the ones that we gave iPads to, used to drive into the Port Melbourne office from as far away as Ballarat to approve their invoices. Now they just get an email and do it on the spot.
 
“We have dramatically improved our Vendor relations and the team have not had to report to work on the weekend for years. Removing $750K worth of costs from the business didn’t hurt either”, concluded Angelo

 


JG King Homes 
261 Salmon St
Port Melbourne, VIC, 3207
P: 03 9686 3344 
www.jgkinghomes.com.au 

Redmap
P: 1300 378 836
www.redmap.com

 

TOSHIBA (Australia) Pty Limited
Building C, 12-24 Talavera Road,
North Ryde, NSW, 2113
Australia
P:1300 794 202

New Zealand
32 Lunn Avenue, Mt Wellington,
Auckland, New Zealand 
P: 09 570 8530

Download Case Study

HammondCare

Success Story

Customer: HammondCare

Country: Australia

Industry: Healthcare

HammondCare is regarded as one of Australia’s most innovative health and aged care providers. It provides hospital care, residential care and community services throughout NSW.

HammondCare operates across 15 locations, including 4 hospitals. HammondCare has over 2,500 staff; one third of them work within its hospitals..

The Challenge

HammondCare  

HammondCare had a large print fleet operating within the hospitals arm of its business. The contract on the fleet was coming to an end, the equipment had become out of date, unreliable and the costs associated were high and variable.

“My staff were spending a great deal of time managing machines that had become unreliable, the service we were receiving from our provider was less than ideal and we certainly weren’t receiving value for money,” said Rob Binskin, CIO at HammondCare.

Rob decided it was time to look at overhauling the fleet and went to market looking for a new solution.

“It was definitely time to research the market and find a more efficient and economical solution. As part of the process we looked at all kinds of options. It was Toshiba who suggested we look at a Managed Print Service (MPS) arrangement,” said Rob.

HammondCare had been a client of Toshiba’s for about 12 months, with a number of Toshiba’s devices within other areas of their business. Neil McLeod, the Toshiba Account Manager who looks after HammondCare said, that there were obvious complexities in managing the old fleet within it hospitals.

“HammondCare didn’t have a good picture of how the print devices within its hospitals were being used. It had 54 devices with 14 different models within the fleet. The management of this wide variety of devices was demanding on valuable IT resources and it was a challenge to keep on top of the amount of consumable items required. In addition, costs were variable month to month making it difficult to anticipate ongoing expenditure,” said Neil.

The Toshiba Approach

“We have more than halved our costs and with absolutely no loss of functionality. In fact, we have gained functionality through the new equipment, software and up-to-date technology,”

– Rob Binskin, CIO

Toshiba conducted a print discovery for HammondCare over a three month period, to get a good picture of its actual usage and associated costs across the fleet. This helped to formulate the best solution for HammondCare’s needs.

“We wanted to help HammondCare reduce operating costs, optimise usage, improve print output and simplify device management, billing and reporting,” said Neil McLeod from Toshiba.

The new solution included optimising some of the existing printers and replacing the older, unreliable equipment with 16 new Toshiba Multifunction devices (MFD’s) and 20 Lexmark printers. Toshiba incorporated software to assist HammondCare in reducing paper wastage through enforced printing rules, and provided tools to allow it to monitor device usage on an ongoing basis.

The solution is entirely inclusive, providing HammondCare with the equipment, software, consumables, service and support at a fixed monthly cost.

“Toshiba was already a trusted business partner. Its proposal provided everything we would need on a single monthly bill and would allow us to reduce our costs considerably. It was on this basis that we chose to move ahead with Toshiba to manage the print needs within our hospitals,” said Rob.

The Transition

Toshiba worked closely with HammondCare staff to make the implementation for the new solution as smooth as possible.

“Toshiba took care of everything, from the removal of old equipment, to the implementation of the new and training staff to use the new machines and software. The change was well received and I did not receive any negative feedback. It was really down to Neil and his team managing the whole process well and working efficiently with HammondCare’s people to ensure the best outcome,” said Rob.

Since the implementation of the Toshiba MPS solution, HammondCare has been able to reduce its costs by more than half.

“We have more than halved our costs and with absolutely no loss of functionality. In fact, we have gained functionality through the new equipment, software and up-to-date technology,” said Rob.

HammondCare now has a single point of contact for the service and support of its fleet. Scheduled servicing and the ordering of consumables are now automated and the equipment is more reliable, which is freeing up resources.

HammondCare has confidence in its partnership with Toshiba and the outlook is very positive.

“The relationship I have with our account manager Neil is great and if I ever need anything, he works with us to find out exactly what we require and he delivers every time. It just seems to be a very professional relationship. If we can maintain the quality of the equipment, the high level of service and the value for money, I can see our partnership with Toshiba continuing well into the future,” said Rob.

The Outlook

Toshiba takes its MPS partnerships and their ongoing success seriously, which is why periodic reviews are built into all agreements. These reviews allow clients to review how the MPS solution is working for their business and to get support from Toshiba to make improvements when necessary.

“The review process has been very helpful and allows us to work together in optimising our solution on an ongoing basis. A past review enabled us to identify some equipment that was being over used.

We were able to relocate and add equipment to accommodate the print volumes in that area, in a way that did not affect our ongoing costs. That was a really good outcome for us,” said Rob.

“My team no longer spend valuable time managing our printers and MFD’s. The service and support we are receiving from Toshiba is excellent and it is now the one thing that I don’t have to worry about,” continued Rob.

“I am very happy with the single monthly invoice, which is a fixed price for all of the needs relating to the print fleet, and I believe that we are getting excellent value for money,” added Rob.


HammondCare

Level 2, 447 Kent Street
Sydney NSW 2000 
Australia

Telephone 1300 426 666

www.hammond.com.au

Toshiba (Australia) Pty Ltd 
Building C, 12-24 Talavera Road 
North Ryde NSW 2113
Australia

Telephone 1300 794 202

www.toshiba-business.com.au

Download Case Study

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