Smarter Document Management Starts with EDI

Manual Document Handling Is Costing You More Than You Think. According to McKinsey, businesses lose up to 19% of their workweek to manual document processing. That’s nearly a full day each week wasted on low-value tasks like downloading attachments, re-entering data into systems, and searching for missing paperwork.

One supplier recently shared their reality with us:

• They spend 40 hours every month manually handling documents

• They process 1,100+ documents daily – including purchase orders (POs), order responses, advance shipping notices (ASNs), and invoices

• Most of these documents are trapped inside retailer portals or buried in email threads

This isn’t a rare case – it's the norm in many B2B supply chains. And the costs go far beyond lost time.

The Hidden Costs of Poor Document Management

📌 Time Wasted: Manually downloading and processing documents eats up hours that your team could spend on strategic work.

📌 Data Errors: Every manual entry increases the risk of typos, mismatches, or duplication, which leads to bigger downstream problems like incorrect invoices or failed shipments.

📌 Fragmentation: Documents live across multiple systems – portals, inboxes, spreadsheets – making it hard to track, audit, or report accurately.

The biggest issue? Most document management systems (DMS) are designed for storage, not movement. They do a great job of keeping files in one place, but if your team still has to upload, download, and re-key everything, it’s just a digital filing cabinet, not a solution.

The Document Automation Hierarchy of Needs

To truly improve how your business handles documents, you need to look at four key layers of automation:

Layer	Solution	Key Benefits
Movement	EDI	50–100x faster transmission, error reduction
Storage	DMS	Centralised access and version control
Retrieval	Smart Search	Instantly locate the right document
Action	Workflow	Trigger automated approvals and routing

The foundation of effective document management is automated document movement. That’s where Electronic Data Interchange (EDI) becomes essential.

Your 3-Phase Automation Roadmap

Phase 1: System Connectivity

Goal: Build secure, reliable document highways between you and your trading partners.

Start by setting up trusted transfer protocols like:

• AS2

• sFTP

• APIs

Outcome: Documents like POs, invoices, and ASNs flow securely and automatically – often before your team even logs in for the day.

Phase 2: Translate and Integrate

Goal: Allow different systems to “speak the same language.”

Support multiple formats including:

• ANSI X12

• EDIFACT

• XML

Outcome: Documents are translated and mapped to your ERP’s structure, so they land in the right place with no need for manual data entry.

Phase 3: Automate & Optimise

Goal: Eliminate manual bottlenecks and improve accuracy with smart tools.

This includes:

• AI-driven exception handling (flag errors before they become issues)

• Automated approval workflows

• Document archiving and compliance checks

Outcome: A scalable and intelligent document management system that runs with minimal human intervention.

Why an EDI-First Approach Works Better

Choosing to lead with EDI transforms your document management system into a fully connected business engine. Here’s why:

✅ Reliable EDI FrameworkBuilt to adapt to your trading partner’s requirements and your internal processes.

✅ ERP & Accounting IntegrationSeamlessly connect to your existing systems for faster, more accurate data processing.

✅ Reduced Manual WorkNo more copying and pasting between portals or systems. Eliminate time-consuming and error-prone tasks.

✅ ScalabilityAs your document volume grows, your automation system grows with you – without added headcount or complexity.

Features at a Glance

• Automate the flow of POs, invoices, ASNs, and credit notes

• Secure transfer via AS2, sFTP, or API

• Format translation for X12, EDIFACT, XML, CSV and more

• Direct integration with ERP and accounting systems

• Customisable business rules and workflows

• Smart notifications and exception alerts

• Audit logs for full document traceability

• Flexible architecture for retailers, manufacturers, and wholesalers

Many businesses already use document management systems (DMS), but without EDI, they’re still stuck in manual mode. To truly transform how you process, store, and track electronic documents, you need a system that focuses on movement, integration, and automation – not just storage.

If you’re ready to unlock the next level of operational efficiency and reduce costs, it’s time to rethink your approach.

👉 Talk to our team about how an EDI-first strategy can streamline your workflows and deliver real, measurable results.