Case Study - Document Management for our client in the restaurant industry Skip to main content
We are monitoring the issues around some Microsoft services and will update accordingly

Our client’s issues : too many manual tasks leading to mistakes

Espria has the privilege of partnering with one of London’s most prestigious and renowned restaurants with a 200 year long history.


When the high-end hospitality venue approached us to review their operational processes, it was driven by the desire to simplify and create efficiencies in their workflows.


Over time, many of the tasks performed by staff had become very laborious.


Archiving invoices that needed to be stored for auditing purposes was done manually by the manager. Then, at the time of auditing, the requested invoices were searched for in storage to be cross referenced – creating another time-consuming process. 


Processing invoices was another lengthy manual function. Each one had to be scanned and information entered onto computers.


All accounting processes were also done manually.  Managers had to send paper versions of accounts weekly via a courier. Errors often occurred due to the high number of operations carried out every week.


This culminated in a significant impact on operational time for both managers and staff at the central accounting office who had to collate vast quantities of paper. 


Operational processes were neither quick nor accurate.

Laughing people

Our Solutions


We reviewed all operational processes and suggested the implementation of a Document Management System (DMS). A DMS  can drastically improve the efficiency within a business by automating tasks. The system we proposed for this client is DocuWare.

This supported our client with the ability to scan and authorise invoices automatically, thus reducing the time they spent on manually scanning invoices.


Storage needs have been cut drastically, hence eliminating associated costs and also cutting the carbon footprint of the company.


At present, managers log onto the accounting portal daily and input their sales revenue.


All backed up documentation is scanned automatically. Thanks to the DocuWare desktop app running in the background, the documents are imported pre-indexed into the system. This allows in turn the central office to examine and retain the information and share the data with the accounting system.

Espria’s Document Management System has alleviated the burden placed on our managers. We’re now more efficient and streamlined in our operations, which means we can focus on serving culinary delights to our clients!

The Results

The implementation of the Document Management System has led to high levels of satisfaction across our client’s hospitality business. Processes are much quicker so the focus can remain on the most important part of the business – preparing and serving excellent food to customers.


Our Account Manager, Mitchell, regularly touches base with our client. He ensures that the document management processes are functioning as efficiently and seamlessly as possible.

Our clients

Case Studies

photo of roofs
Document Solutions

JJ Estates – Solving Document Solutions Issues for a Property Company

JJ Estates, a property management company in Essex were experiencing day-to-day document solutions issues caused by an aging self-managed printer which failed to print to the standards expected.

Businessmen press button on the panel for useing photocopier or scanning.
Document Solutions

Creating efficiencies and cost benefits in our clients Managed Print Services

As fast growing global capital investment manager, our client needed to ensure that operationally they were seamless and that the security of their client data, a number one priority.

Laptop and phone
Document Solutions

Secure Printing for our Accountancy Client

We visited a large City Accountancy firm in London, and they asked us for help with issues they were having in their printing environment. They had concerns regarding security particularly with document and printing.

Man and leaf
Document Solutions

Espria supports charity with their environmental vision

Espria was invited to review the print solutions of a community charitable social enterprise who delivers and helps other organisations to deliver community services which are value for money and create lasting benefits. 

Please fill out the below form and one of our team will get back to you asap. Alternatively please call 0330 175 5588 to speak to a member of the Espria team.

Book a Call​

Why not let us call you? We like to keep things simple, and our team are here to advise and support you in your technology transformation.

Please fill out the below form and one of our team will get back to you asap. Alternatively please call 0330 175 5588 to speak to a member of the Espria team.