Rudolf & Bieri AG

«The time spent on creating, checking and sending invoices has been significantly reduced. The whole process has now become much simpler, more transparent and more efficient.»

Vivienne Kneubühler, Head of Finance, BSc Business Administration, Major controlling & Accounting, Member of the Executive Board

Rudolf & Bieri AG is a lawyer and notary firm anchored in Central Switzerland for more than 40 years. With specialized lawyers and notaries, it supports companies, communities and private individuals with personal, solution-oriented consulting and in-depth understanding of the industry.

Locations:

Emmenbrücke, Lucerne, Hochdorf

Challenges

• Extensive manual hours in invoicing due to export to Excel and several processing steps.
• Media breaks between Vertec and Excel led to inefficiencies and increased need for coordination.
• Standard processes did not fully cover the firm’s many detailed requirements.

Benefits

• Invoices are now created, reviewed, approved and sent directly in Vertec.

• Significantly less time spent, more transparent and efficiency in the entire process.

• Standard solution individually tailored to the way the law firm works.

• Documents are automatically stored in M-Files.

Vertec Base Package

25-50

What prompted you to optimize the invoicing process?

The previous invoicing process was time-consuming and partly inefficient. Data was exported to Excel, edited manually, and invoices were forwarded internally several times for review.

What specific objectives did you want to achieve?

We wanted to simplify the process, reduce manual effort and eliminate media breaks between Vertec and Excel.

What has changed in the process?

Today, the entire invoicing process runs directly in Vertec: automatic invoice generation by the system, review and approval in Vertec, and direct dispatch from Vertec, including automatic filing in M-Files.

What was the approach of Lean Business and how did you feel about the collaboration?

The collaboration with Lean Business was excellent, understanding and professional right from the start. We particularly appreciated that Lean Business quickly understood our concerns, critically questioned them and proactively suggested improvements. The focus was always on understanding our process in order to implement a suitable, practical solution.

The starting point was a standard solution from Vertec. Due to our many specific requirements and detailed requests, this was further developed together with Lean Business and optimally tailored to our needs.

What has improved measurably or noticeably?

The time spent creating, checking and sending invoices has been significantly reduced. The entire process has become much simpler, more transparent and more efficient.

Who would you recommend the optimization to – and why?

Especially companies in the service sector with ongoing client engagements and regular invoicing benefit from this standardized, efficient invoicing process.

You have been Lean Business customers for M-Files and Vertec since 2021. How would you describe the support and collaboration?

The collaboration with Lean Business has been highly cooperative, professional and solution-oriented from the start. Our needs are addressed, and we particularly appreciate that change requests are always carefully reviewed. Lean Business wants to understand the process behind each request and the reasons for it, and often already offers suitable standard solutions or valuable alternatives. The team takes the time to understand our processes, our business and our way of working in order to support us in the best possible way.

Looking back: Would you choose M-Files and Vertec with Lean Business again?

Yes, without hesitation.