Virgin Active Keeps its Invoices in Good Shape with EASY Software

Bury St Edmunds, UK – June 23rd, 2011 – EASY SOFTWARE UK, Europe’s foremost supplier of document management solutions has today announced that International Health Club operator, Virgin Active, is keeping its invoice management trim and in good shape thanks to a simple, effective scanning and document management solution from EASY.

Virgin Active Health Clubs and Gyms is one of the most profitable businesses in the Virgin Group empire with over 1 million members and nearly 300 clubs to its name.

True to its reputation for being passionate about exercise and wellness, these same values have been extended to its finance department where a simple, lean and effective solution has been adopted to automate supplier invoice capture and management.

The company had previously invested in procurement management and accounting technology to automate its finance department and was seeking an integrated solution to scan and capture its paper-based supplier invoices.  Kalim Rahaman, Finance Systems Manager at Virgin Active explains, “Our requirement was simple but important to get right as we handle close to 70,000 supplier invoices a year and this was the missing link in our accounts automation.”

Virgin Active settled on EASY Capture™ from EASY Software to capture and scan its invoices which are then queued and presented to the Proactis procurement and workflow system. The purchase ledger clerk simply logs onto the system and matches the invoice with the order completing the integration with the CODA accounts package.  “It’s a very simple, effective use of technology. EASY came in and set it up for us and that was back in 2006 – today the system is just as effective doing exactly what it was designed to do.”

Five years on and Virgin Active continues to process it 5,500+ monthly supplier invoices through the EASY scanning solution integrated into Proactis and Coda.  The solution also allows accounts staff to open transactions in Proactis and refer back to EASY to see the image so invoices are easily retrieved and viewed when needed.

“EASY Enterprise™ Server has helped Virgin Active to consistently manage and maintain its financial systems workflow across many years of growth and business acquisition,” added Tony Cheung, EASY UK’s director of operations. “We are delighted to have played our part in this success story.

Kalim concludes, “The most effective solutions in IT are often the simplest.  This is one such example and we expect it to continue to serve us well for many years to come and for as long as paper continues to come into the business.”


EASY SOFTWARE, which was founded in 1990 and is listed on the Frankfurt Stock Exchange, is Europe’s foremost provider of integrated document
management technologies with more than 10,500 customers worldwide. Global and
local companies rely on EASY’s comprehensive suite of scaleable document
technologies to automate their businesses, improve productivity and efficiency
and to meet increasing regulatory requirements.

EASY SOFTWARE is a Microsoft Gold Partner and the second largest
provider of SAP archiving solutions worldwide. EASY promotes it extensive suite
of document management solutions both directly and indirectly through a network
of 200+ global sales partners. More than 100 software development companies
have created interfaces to EASY ENTERPRISE™, the company’s flagship solution.

EASY AG is headquartered in Mülheim a.d. Ruhr,with further offices and subsidiaries throughout Germany, Austria, the USA, Singapore and the UK.  More information
on EASY SOFTWARE UKcan be found at