From paper to digital: CTL Europe saves time and resources

“Less paper chaos” is surely one of the most common reasons companies decide to invest in software. For CTL Europe GmbH, the piles of paper files were more than a symbol of manual work – they were a daily reality, filling offices and shelves.

“We wanted to get rid of all the paper and stop printing so much. Our daily work was completely manual, and we wanted more efficient, digital processes – and quickly,” summarizes Andreas Schonert, Chief Sales Officer at CTL Europe GmbH. A challenge? Yes. And exactly the right one for a project with Yaveon.

CTL Europe GmbH is both a subsidiary and distribution partner of the American biotechnology company CTL, Cellular Technology Limited. The company focuses on products for immunology, helping drive medical progress by strengthening cell-based immune monitoring. In practice, this provides scientists with the technology they need to advance research and improve lives.

To set up processes digitally and with long-term benefits, CTL Europe began looking for an ERP solution. Their requirements: easy to implement in a short time, future-proof, and simple to use.

“We researched various Microsoft partners online and found Yaveon that way. The mix of the ERP solution and their local presence made us curious. We got in touch right away,” recalls Schonert.

Shortly after CTL Europe reached out, the first call took place.

“In that first meeting, we quickly clarified whether our requirements matched what Yaveon had to offer. I really appreciated that, because it meant we didn’t waste time on a project that wasn’t a fit. From the start, it was clear we matched,” says Schonert.

The decision in favor of Yaveon was made quickly: CTL Europe was impressed by the functions and integration options of the industry-specific ERP solution, the friendly and honest communication, and Yaveon’s deep experience.

“Our contacts explained everything clearly, in terms we could understand, and found a solution that felt tailor-made for us. We were also convinced by the references,” adds Schonert.

Another strong argument: Microsoft Dynamics 365 Business Central as the ERP foundation – a long-established solution and the market standard.

To meet CTL Europe’s wish for a fast implementation, the ERP industry solution from Yaveon was introduced as a cloud package.

The ERP package is:

• Close to standard and ideal for growing companies
• Cost-effective and straightforward to implement
• Up and running in a short time
• Available in the cloud

The ERP implementation was the perfect starting point to take the next step: “Everything went really well. We wanted to keep that momentum going and decided to also implement Yaveon’s document management system.”

In a compact meeting, CTL Europe got to know the functions of Yaveon ProDocs and the DMS project team – and the implementation was seamlessly added to the project plan. “We also had excellent consultants in the DMS project, who managed to merge the requirements of both project parts.”

Thanks to the ERP-DMS combination, documents are now processed seamlessly and fully digitally. Duplicate data storage and time-consuming manual steps are eliminated, errors from incorrect entries are reduced, and transparency of available documents is significantly improved.

The Yaveon DMS solution:

• Provides a DMS base system in just three days
• Lays the foundation for a paperless office
• Enables audit-proof document storage
• Is scalable and modular

If Yaveon’s logo could jump for joy, it would have at the moment Schonert summarized the project: “When it comes to ERP implementation, consulting, and support – only praise. There was nothing at all to complain about. The same goes for the DMS project – implementation was excellent.”

The timeline also impressed CTL Europe: after just around four months, both ERP and DMS were live. “Bang – just like that, we had ERP and DMS in place.”

Schonert particularly recalls the quick response times from his Yaveon contacts. This was especially helpful, as he was solely responsible for the implementation on CTL Europe’s side.

“It’s possible, no question – but you really have to focus fully on the project. It’s easier if you can rely on colleagues responsible for their areas,” he explains. His main tasks included preparing company data such as items and suppliers for migration into Business Central, integrating new processes, and providing the necessary information.

And what’s still needed for successful software use? Exactly – training. CTL Europe gained the necessary knowledge in compact workshops.

“It was very little effort to get up to speed – it all came very easily. Soon I knew that if a problem or question came up, we could solve it ourselves most of the time. Otherwise, the Yaveon team is always there to support us.”

Schonert sees the benefits of the solutions in every respect:

“After just a short time, all processes were running smoothly. Of course, it takes a little while for routines to settle in – that’s normal. From my experience, though, you can get familiar within a week and start benefiting. Today, we work digitally and without paper chaos – and we’re already saving up to 50% of the time.”

Another major benefit: transparency. Processes are traceable, current status is visible, and tasks are easier to handle.

Mr. Schonert, we are delighted with your positive feedback – and we look forward to many more projects together!