Document Management Solutions for the Concrete Industry

Octacom’s Electronic Document Management Solutions for the Concrete Industry leverages our secure document processing, intelligent data capture processes, and software to bring your delivery tickets to your fingertips from any device.

With Octacom’s Odiss™ Document Management Software, you can efficiently upload, access, search and generate analytics on delivery tickets that are present and those that are missing.

Arrival, Scanning & Extraction:

• Handles all document formats including paper, email, web/ mobile direct upload; you can even provide your carriers with access to upload Delivery Tickets directly to Octacom’s Portal

• Captures Delivery Ticket data, providing for easy search and retrieval

Integration:

• Integrate Octacom’s Portal with your ERP or order management system to have access to the full documented delivery and receipt confirmations at your fingertips

• Include Delivery Ticket images or links to images with your invoices as they are distributed by accounts receivable

• Also, you can integrate with various Couriers including UPS, Purolator, DHL and more to pull in digital PODs via API for access and archiving

Cloud Archive:

• Secure cloud archive stores Delivery Tickets, process information and audit logs

• Store and retrieve data and images with ease

• Fulfills audit and compliance requirements

Analytics and Reporting:

• Track missing Delivery Tickets by plant, pit, branch, carrier, etc.

• Time-series based reporting on Delivery Ticket volumes

• Automate missing Delivery Ticket notifications to carriers

Solving your delivery ticket management challenges

Octacom’s service and document management system are catered to the concrete and aggregates industry, working with industry titans, including VCNA and Lafarge, in streamlining their ticket management process.

Sheer volume and a very manual process created an environment where tickets were difficult to manage. Lafarge Aggregates creates over a million delivery tickets per year.

The nature of their business requires drivers to obtain a signature with each delivery of product which then becomes the basis for their customer billings.

Head Office has the difficult task of ensuring all signed delivery tickets are received and easily accessible should they be required for proof of delivery purposes.

Timely retrieval of signed ticket copies and visibility into the whereabouts of lost or misplaced tickets was becoming more and more challenging for Lafarge creating additional labour for head office and unnecessary loss of revenue.

With trucks on the road across North America, some VCNA-owned and some third party, VCNA had challenges tracking down Delivery Tickets from production units and drivers, including bills of lading and waybills. Further, VCNA had little to no visibility to which Delivery Tickets had been received and where they were physically being stored.

Since these physical documents serve as signed proof of delivery, they are key elements in securing payment for outstanding receivables. Additionally, these tickets were required for internal and client auditing purposes. Finding the signed copies was an extremely labour intensive process given the high volumes of paperwork generated at each VCNA location.

• With thousands of transactions each day, drivers and production units were storing mass amounts of physical delivery tickets in a decentralized manner.

• Delivery tickets were going missing regularly and it was costly to track down missing paperwork.

• Since delivery tickets are required to claim payment from a number of customers, missing the documents was leading to lost revenue and high write-offs.

Octacom is a SOC 2, Type II Audited enterprise software and services company focused on document and data automation solutions, including automated data capture. Founded in 1976, Octacom specializes in accounts payable automation and automated invoice processing, among other digital / automated business process outsourcing services. 

If your organization is looking to learn more about our solutions and services, please contact us and we would be glad to help.