"For us, Document Release is like a good pair of hiking boots – essential for the journey."
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© Ulrich Delang, Cabane Arpitettaz CAS
What did the accounts payable process look like before the introduction of Document Release?
Nathalie König: The documents were received by e-mail or post, then physically forwarded to the responsible persons and finally entered manually in Abacus. The entire release process was paper-based and therefore time-consuming.
What were the biggest challenges in the old process?
NK: Due to working from home and part-time work, invoices were left lying around when employees were not in the office. Today, everything is digital: Documents can be released from any location, which saves us an enormous amount of time.
How does the process work today?
NK: The invoices arrive in the DeepBox via e-mail and are analysed and recorded by DeepO. After being checked by the accounting department, they are forwarded to the person responsible, assigned to an account and released. The invoice is then paid - all digitally and transparently.
Why did you choose Abacus?
NK: The accounts payable process was a key reason for the change. Abacus offers us a comprehensive solution with high transparency and Swiss data hosting. That was crucial for us.
"Document Release is logical, simple and easy to climb - like the Niesen in canton Bern."
Nathalie König, Product Owner Abacus at the Swiss Alpine Club SAC
What are the specific advantages of the new process?
NK: The traceability is much better. I can see where a document is at any time, who has already released it and whether anything is pending. Fewer invoices are lost and I can be sure that releases are made correctly according to the amount and structure. And: I can find documents in the system much faster than I used to in the physical archive.
How has the level of digitalisation changed?
NK: By 180 degrees. Today, every document passes through our company digitally - if it is not processed digitally, it will not be paid.
Were there any particular challenges during the changeover?
NK: It was neither a climb up the Matterhorn nor a casual evening stroll – more like an ambitious hike with a few breathers along the way. We have complex processes, which is why we needed around ten individual release workflows. We have completed two thirds of the journey and are now tackling the rest with renewed vigour.
What is your employees' feedback on the solution?
NK: Very positive. Most people appreciate the choice between MyAbacus and the AbaClik mobile app. Traceability is also a big plus - not only for the accounting department, but also for employees.
How do dynamic workflows help you?
NK: We have around ten workflows, e.g. for invoices from the DeepBox, which go directly to the pre-entry stage. Depending on the cost centre and amount, the appropriate release workflow is automatically triggered, right up to the president if necessary.
How does the integration with your organisational structure work?
NK: This is still a challenge, partly because we restructured internally during the project. However, the option of automatically adopting authorisations when personnel change is generally very helpful.
If Document Release were a mountain - which one would it be?
NK: The Niesen in the canton of Bern. A beautiful, clearly structured mountain - easily accessible, easy to walk on and with a fixed route to the destination. This is exactly what working with Document Release feels like.
The SAC stands for precision and safety in the mountains.
How is this claim reflected in the new Document Release?
NK: As with a hike, there is a starting point, a route and a destination. Abacus is like an experienced mountain guide: the system knows exactly where the document is, where it needs to go and when it should arrive. Or to put it another way: Document Release is like a really good pair of hiking boots – you can't do without it.
"Today, I always know where a document has started, where it is and who has already released it."
What else would you like?
NK: The 2025 version has fulfilled many wishes, such as splitting an amount across several cost centres. This means we are already a big step further.
How would you recommend the solution to other organisations?
NK: Absolutely: Abacus is durable, grows with the company and is harmonised with the Swiss legal situation. Data hosting in Switzerland alone is an important argument for us. And with a strong partner like Abraxas at your side, you always feel well looked after.
What advice would you give to organisations facing a similar changeover?
NK: Two things are crucial: First, plan sufficient internal resources for the changeover. Second: Analyse your processes - are they logical? Does everyone agree on the procedure? Only then will it work with the tool.
What are the next steps with Abacus?
NK: We recently updated to Version 2025 and are now also using the digital employee review function.
About the Swiss Alpine Club SAC
Founded in 1863, the Swiss Alpine Club SAC is the largest mountain sports organisation in Switzerland with around 170,000 members. The head office in Bern supports the 110 sections in areas such as training, operations, infrastructure and communication.
About the Swiss Alpine Club SAC
Founded in 1863, the Swiss Alpine Club SAC is the largest mountain sports organisation in Switzerland with around 170,000 members. The head office in Bern supports the 110 sections in areas such as training, operations, infrastructure and communication.
About Nathalie König
Nathalie König has been an Abacus Product Owner at SAC since March 2023 and works in the IT department. She supports the introduction of new Abacus solutions and ensures that the software is optimally customised to the needs of the association.
Abacus Document Release
The user-friendly approval cockpit enables a centralised overview and efficient implementation of all necessary document approvals in accounts payable. By creating dynamic workflows and integrating the organisational structure, the release process is simplified and accelerated.