Travel Case Study
Railbookers
The Organisation
Railbookers is a British business success story. Launched in 2002 as a “one
stop shop” for rail travel, the company specialises in putting together rail
inclusive packages for customers and making short breaks as easy to
organise as possible. Customers can use Railbookers to tailor-make
European short breaks and holidays. Railbookers also organises all other
aspects of a holiday, as customers often require – including
accommodation and leisure activities.
“Invu was recommended by another
company - once we saw the quality and
scope of Invu Document Management
we knew it was exactly what we
needed.”
The London based firm has seen its turnover balloon from £1m to £7m in
less than five years. In 2006 the company moved into new city offices and
staff levels have risen steadily as the business has expanded. At the last
count Railbookers had 25 employees on its books, and this number looks
set to rise as growth continues.
Kevin Tasker,
Managing Director
01604 859893
www.invu.net
invuecm
The Challenge
Railbookers needed to keep on top of the crucial back-office bureaucracy during its rapid expansion. Additionally the firm uses
a third party supplier to ensure that customer payments are fully protected before their trips. When paying for their trip and
associated expenses, money from customers will be forwarded to an account with the Travel Trust Association (TTA), which
holds the money in trust for Railbookers. Railbookers pays for the holidays, and then once the trip has taken place, the TTA pays
Railbookers.
For Railbookers this process entails paperwork, but a need for secure filing and document management. The reconciliation of
client money relies on Railbookers providing invoices quickly and efficiently. For the firm, their growth in success has meant
greater volumes of paperwork and more time required to process it.
The Approach
In 2006 Railbookers purchased five licences of Invu Series 6 for use in the firm’s back office. It didn’t take long to see the benefits
and a month later Railbookers ordered another five licences. Predominantly the company use Invu Document Management to
store documents in the accounts, marketing and administration departments. This gives full interoperability across the firm
with a massively enhanced ability to search for items from across various departments. Where previously this would have
necessitated hours of filing and searching, Invu Document Management has allowed instant access to documents.
“As an expanding business, the resource that Invu Document Management gives us is excellent”, Kevin Tasker commented. “Now we
know that Invu Document Management is answering our filng and retrieval needs so well, we have been able to devote more time to
business development, whilst reducing our billing time. It’s an ideal situation!”
Key Benefit Areas
For Kevin Tasker (MD), Invu Document Management’s capability to speed up and manage the invoice filing process, has
answered a particular concern, around swift and efficient forwarding of documents to the Travel Trust Association. Staff ensure
that their invoices can be retrieved and sent onto the TTA quickly and accurately - giving efficiencies both in working practices
and to Railbookers’ accounts.
Railbookers is also conscious of the storage solutions which Invu Document Management offers. Typically for London, office
space is at a premium, and the ability to electronically store documents frees up large areas where unwieldy filing cabinets
would otherwise have to go.
In 2007 Railbookers expanded its Invu Document Management capability by purchasing another ten licences, giving greater
access to its growing number of employees to the Invu solution. The ease of use and adaptability of the system continues to
provide a reliable resource as the company continues to grow and succeed.
Future Steps
Railbookers’ Kevin Tasker sees Invu as a crucial part of the firm’s future. “With our staffing and business volumes increasing, the
value of Invu Document Management to the company will increase exponentially.”
As both the business and leisure travel industries continue to grow, Railbookers is well placed to expand. “We operate in a
growing market, with ever more sophisticated requirements from our clients and suppliers. Knowing we’re supported by first class
software is invaluable and we definitely see our relationship with Invu as being long-term. The software has worked excellently and
the support we receive is second to none. I’d happily recommend Invu and look forward to us working together in the years to come”,
Kevin added.
Solution Summary
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Quicker turnaround times on invoices
Reduced storage requirements
Ease of adoption
Staff freed up from admin tasks
Railbookers implemented its Invu software with Invu reseller ScanWorx. Contact Invu for more details.
Want to know more? Call us on 01604 859893 or visit www.invu.net