Northwind Manufacturing — AYOH-XXX-YYYY-NNN

First invoice
R 113,600
payable at kickoff · 2 February 2026
From go-live (annual pre-pay)
R 293,889 /yr
production licensing and support · 12 months
Pays for itself in
10 months
on counted time savings alone

Why this is worth doing

The problem A day a week of finance time goes on correcting, capturing and re-keying supplier invoices.

What changes Invoices index, validate and post themselves; only the exceptions reach a person.

What it is worth 936 hours a year returned to the finance team, counted conservatively.

The return The first step pays for itself inside a year on counted time alone.

What you get back

936 hours a year · R 139,286 a year · indicative · staff cost R 25,000 / month

Measured against the first invoice of R 113,600, that pays for itself in 9.8 months. Hours only.

Counted work	Hours / year	Value / year
Correcting a failed or partial index4,000 invoices a month, 10% needing a correction, 2 minutes each	160	R 23,810
Capturing an invoice entirely by handDocuments the current indexing cannot read at all	192	R 28,572
Posting by hand after a failed validationRe-keyed into the ERP once the automated post fails	200	R 29,762
Resolving a match exceptionRaised at month-end rather than at receipt	384	R 57,143
What the first step returns	936	R 139,286

The investment

Capture, validation and posting into the ERP, delivered as one working increment. 45 calendar days from kickoff to sign-off. Testing period: 3 months on DocuWare Cloud 4 at R 6,200 / month.

Once-off

Core build — intelligent capture and posting	R 95,000
Testing-period licensing3 months · DocuWare Cloud 4	R 18,600
First invoice	R 113,600

Production licensing from go-live

Platform (incl. storage above base)	R 17,400 / mo
Additional named users0 beyond 15 included	R 0 / mo
Workflow packs4 × 5 users	R 5,600 / mo
Licensing subtotal	R 23,000 / mo
SLA (15%)	R 3,450 / mo
Recurring	R 26,450 / mo
Annual pre-pay (÷ 1.08)	R 293,888.89
If billed monthly for the term	R 317,400

Scenario: 15 named users · 4 workflow packs · 150 GB · billing annual.

Invoice schedule

Date	Trigger	Amount
2 February 2026	Kickoff — invoiced up frontCore build plus 3 months’ testing licensing	R 113,600
2 May 2026	Go-live and testing sign-offTwelve months’ licensing and support. The contract term starts here.	R 293,889
2 May 2027	RenewalLicensing and support, at the rates then applying	R 293,889

Kickoff 2 February 2026 · core build ends 19 March 2026 · go-live 2 May 2026 · renewal 2 May 2027.

Where to from here

Not priced. Each step is a later decision.

Step	Purpose	Decide when
Supplier statement matching	Reconciliations built from the archive instead of a printed trial balance.	Once capture is live and a full cycle has run through it.
Receiving and delivery note capture	Fixes match exceptions at source rather than downstream in finance.	When the receiving bay is ready to change how it works.
Supplier onboarding and compliance	Vendor master documents, expiry tracking and a single onboarding route.	At your next audit or vendor review.
AP analytics	Spend per supplier, approver bottlenecks and accruals in one view.	Once capture and matching are live and the data is worth reporting on.