Case Study: Polipol Group

Polipol lives the d.velop platform — from digital files to automated invoice processing in SAP

About the Polipol Group

What began in 1990 with four employees and a first line of upholstered furniture has grown into an international group with more than 8,000 employees. Today, the Polipol Group produces thousands of sofas, armchairs, beds, and other furniture items each year. With over 300 furniture models and annual turnover exceeding €500 million, Polipol operates globally across 13 sites.

To maintain its competitive edge, the company continually seeks new ways to optimise operations. In the early 2010s, Polipol identified document-heavy processes — particularly invoice processing — as a critical area for improvement.


The Challenge: Manual, Time-Consuming Document Processes

For many years, Polipol relied on paper-based records, spreadsheets, and email forwarding chains to manage high volumes of documents. The existing document management system was unsatisfactory, creating bottlenecks and inefficiencies.

With more than 100,000 incoming invoices annually, the accounting team spent huge amounts of time manually entering booking lines and header information. This “assembly-line” work delayed approvals, introduced errors, and distracted staff from more value-adding activities.

Stefan Kuhlemann, Team Leader IT Project Management at Polipol, recalls:

“We already had a document management system, but we were not satisfied with it. At the DMS Expo in 2013, we got to know d.velop and immediately realised that the spirit was just right. The DMS from d.velop is a product that simply satisfies us all round.”


The Solution: Introducing d.velop DMS

In 2014, Polipol introduced the d.velop document management system (DMS). Initially deployed as a digital filing and archiving system, its scope quickly expanded as employees recognised its potential.

Key Features Adopted

E-mail archiving & Outlook integration: d.velop DMS automatically captures and reads email content, extracting subject lines and relevant details directly into the system. Employees now file documents with just a few clicks, reducing manual entry and error rates.

Intuitive user interface: The web-based system is as simple to use as an online shop, reducing training needs. Key users quickly passed on knowledge to colleagues, supporting smooth adoption.

Hybrid deployment: The DMS runs on-premise at Polipol’s central data centre, with selected cloud functions always up to date. This hybrid model gives Polipol the flexibility and control it needs, while leveraging the advantages of cloud-based services.


Automated E-mail Processing: A Breakthrough Moment

The integration with Microsoft Outlook delivered one of the biggest “aha” moments. Instead of manually typing complaint or order details from customer emails into the system, d.velop DMS now automatically captures and files them.

Kuhlemann explains:

“These are the moments that are simply great — when the employee doesn’t have to be convinced first. Filing thousands of documents a day becomes far easier, and every few seconds saved adds up to a real highlight.”


Digital Invoice Processing: Saving Time, Reducing Errors

Recognising the potential for even greater efficiencies, Polipol soon extended the DMS to cover digital invoice processing.

Within three months, the company had automated invoice capture at its first site. Today, invoices move seamlessly from the email inbox into the DMS, with extracted data automatically posted into SAP.


Benefits achieved:

Time savings: Manual entry of booking lines is largely eliminated.

E-invoice support: Compatibility with formats such as ZUGFeRD and KSeF ensures compliance with international standards.

Error reduction: Automatic text recognition captures invoice details accurately, with staff only reviewing exceptions.

Simplified approvals: Approvers receive notifications, can review invoices online, and substitution rules are managed automatically. Approvals can also be given on the go via smartphone, tablet, or notebook.

Cost advantages: Non-SAP users can access invoice workflows via the DMS web view, eliminating the need for additional SAP licences.

Kuhlemann summarises:

“It’s not just about simplifying posting mechanisms, but also about making approval processes more transparent and efficient. With d.velop DMS, we’ve streamlined invoice handling from start to finish.”


Results at a Glance

-Over 40 million documents stored in the d.velop DMS as of 2024

-Around 100,000 invoices processed annually, now largely automated

-Significant time savings in email and invoice processing

-Fewer errors and better compliance thanks to automated data capture

-Faster approvals with digital workflows and mobile access

-Lower costs through reduced SAP licence requirements

-Satisfied employees benefiting from intuitive, user-friendly systems


Advantages of d.velop DMS for Polipol

-Intuitive user interface requiring little training

-Outlook integration for fast, simple e-mail filing

-Automated text recognition for subject lines, invoices, and scanned documents

-Seamless SAP integration for end-to-end invoice workflows

-Hybrid deployment for flexibility and control

-Enterprise-wide digital processes supporting procurement, approvals, and compliance


Looking Ahead

Polipol continues to expand its use of the d.velop platform. With over 55 IT professionals at its headquarters in Diepenau and a strong resource base, the group is well positioned to leverage d.velop innovations such as AI-powered document classification and intelligent automation across its operations.

Kuhlemann concludes:

“The DMS from d.velop is a product that simply satisfies us all round. It has made everyday work easier, faster, and more accurate — and that’s a huge win for Polipol and its employees.”


Summary

Polipol’s journey with d.velop demonstrates the transformative power of digital document management. From the initial rollout of digital files in 2014 to today’s seamless invoice automation with SAP integration, Polipol has significantly improved efficiency, compliance, and employee satisfaction.

With millions of documents now managed in d.velop DMS and a global workforce relying on automated workflows, Polipol exemplifies how embracing digital transformation creates measurable value across the enterprise.