In a business environment increasingly focused on performance and sustainability, Spanish tourism and hospitality giant Iberostar took a decisive step to optimize its workflows with a Business Process Management solution (BPM) from Bonitasoft. This success story illustrates how Iberostar improved its invoice management, gained autonomy and reduced its IT dependency, and strengthened its commitment to sustainability.
Iberostar's challenge: efficiency and sustainability
Iberostar faced a challenge common to many businesses: managing invoices and approval processes. The company identified risks related to late payment of invoices and complex manual approval procedures. To meet this challenge, Iberostar set four clear objectives:
- Centralized repository: Have a single, centralized repository for receiving invoices from creditors.
- Automation: Streamline and automate management processes and reduce invoice lifespan.
- Sustainability: Strengthen the "paperless" approach and promote transparency.
- Autonomy: Reduce impact and dependency on the IT department.
To achieve these objectives, Iberostar needed a unified approval workflow model, and found the solution with Bonitasoft.
The choice of Bonitasoft: a reliable BPM provider
Iberostar did an exhaustive analysis of the BPMN software market and chose Bonitasoft's solution Bonita to model and automate its processes. Miquel Ollers, director of Internal Solutions at Iberostar Group, said: "We did benchmarking with several tools and Bonitasoft won, assuring the incorporation of a BPM model in the company."
The relationship between Iberostar and Bonitasoft has strengthened over time, beginning in 2014 with the implementation of the first workflow solution. Since then, they have expanded the use of the Bonita platform in a variety of departmental applications, demonstrating its versatility and effectiveness.
Successful implementation of Bonita
The Creditor Invoice Management 3.0 (GFA 3.0) solution developed with the BPM Bonita platform is used for several operations:
- Invoice upload: Creditors can upload invoices through various means, including an electronic billing platform, email, or the Iberostar Supplier Portal. This has resulted in quick and efficient receipt of invoices.
- Transformation and mapping: Automated processes transform invoices into XML format and store them in the GFA database. They are then assigned to specific cases in Bonita based on pred-defined assignment rules.
- Management and approval: Once the invoices are approved, they are posted in SAP, which closes the case in Bonita and creates a historical case.
Bonita orchestrates the entire invoice approval flow, providing statuses, permissions and necessary actions at each stage of the procedure. The platform integrated smoothly with other tools and now offers a homogeneous view of the processes, reducing steps and improving overall efficiency.
Tangible benefits of the Bonita platform
Thanks to the implementation of Bonita, Iberostar has achieved significant results:
- Reinforcement of Iberostar's commitment to sustainability, reducing the consumption of paper and resources.
- 80% reduction of dependence on IT to configure user-level processes.
- Better efficiency in previously unproductive processes.
“Bonita gives you a unified vision of processes. Modeling helps process reduce steps, which results in a general improvement of the processes' efficiency. The main positive points of Bonita are that it allows a gradual entry into wider usage from a simple beginning, that it is very modular (you can use Bonitasoft, for example, as a modeling tool, a layout study tool, a rules engine). In addition, an open-source tool has the advantage of allowing us to experiment."
- Miquel Ollers, Internal Solutions Director, Iberostar Group
In summary, the collaboration between Iberostar and Bonitasoft is an example of how a leading company can transform its workflows, improve efficiency, and promote sustainability through process automation. For CIOs, CIOs, and application leaders at large enterprises, this success story offers valuable lessons about the importance of BPM in today's business era.
