Dormy saves time and gains greater control with digital invoice processing

From 30,000 manual invoices to an automated workflow—here’s how Sweden’s leading golf retailer reclaimed the time needed to focus on what truly creates value.

Dormy operates twelve department stores from Malmö to Sundsvall and a rapidly growing e-commerce business. As the business grew, it became clear that their manual invoice processing was no longer sufficient. 30,000 invoices per year had to be entered manually, sent out for approval, and followed up on—all while the risk of errors, lost invoices, and missed payments loomed over the finance department. 

The finance team at Dormy entered every invoice directly into the Pyramid business system. With stores across the country and a growing number of online customers, the volume of invoices was steadily increasing. Manual processing took an enormous amount of time, and any mistake could lead to accounting errors or delayed payments—resulting in late fees and strained supplier relationships.

Dormy needed a solution that could grow with them.

In 2015, Dormy Conrab implemented Optos’ solution for purchase invoices. The results were so clear that they gradually expanded its use to include overhead invoices and, ultimately, all supplier invoice processing.

Today, the system handles the heavy lifting. Invoices are automatically imported, matched against purchase orders, and sent to the right people for approval. When Dormy upgraded to version 6 in 2021, they also gained an even more user-friendly interface and new features that further streamline the workflow.

The bonus: The system also handles contract tracking. All contracts are stored in a searchable archive, and when it’s time for renegotiation, automatic reminders are sent to the person in charge—no more forgotten contracts.

Despite strong growth and more invoices than ever before, Dormy is now able to manage its invoice flow with fewer employees than before. The time that was previously spent on data entry is now devoted to follow-up and verification.