International Garage digitizes documents and processes with ARXivar NEXT
From paper-based management to a single platform for documents, invoices and workflows: the first Volkswagen service partner in Trentino-Alto Adige to adopt ARXivar NEXT, with Adawen.
A benchmark automotive business on Lake Garda
Founded in the new millennium, International Garage Snc has become, over the years, a benchmark business in the automotive landscape of Alto Garda, operating as a Volkswagen service partner. Thanks to the experience of founding partner Enzo Cristofari and a dynamic team focused on continuous improvement, the company has achieved outstanding results: in 2022 it reached the podium among the best Volkswagen workshops in Italy for customer satisfaction.
In 2021 it became an official Volkswagen body shop and, in 2023, won the tender promoted by the Trento Chamber of Commerce for the digitalization of business processes, confirming its commitment to investing in innovation. The goal remains customer satisfaction, through the continuous improvement of check-in, service and document management processes.
From paper to structured, digital document management
The main need was to move from traditional document management to a digital, automated and structured one: minimizing the use of paper, eliminating redundant copies of the same documents, and digitizing the service partner's administrative and operational processes.
What was needed was a platform capable of centralizing documents, information and business workflows, ensuring greater control, traceability and regulatory compliance, as well as improving day-to-day operational efficiency.
A single system for documents, processes and activities
After a careful analysis of the company's business processes and direct discussions with administrative manager Andrea Maino, the ARXivar NEXT solution was implemented, configured and customized by Adawen to meet the company's specific operational needs.
The platform made it possible to digitize document management, archiving and preservation, as well as automate numerous processes and workflows, boosting productivity and driving the progressive elimination of paper. Today International Garage has a single system that integrates the service partner's various operational areas.
The features that make a difference every day
Barcode scanning
Automatically captures and archives the signed copy of work orders, linking it to the digital version already present in the document management system.
Document search and indexing
In addition to metadata search, it enables full-text searches across the entire content of documents to quickly retrieve any information from a centralized archive.
Integrity and confidentiality
Different authorization levels ensure access control, information confidentiality and protection of company data.
Multi-device platform
Accessible from desktop, smartphone and tablet, via web portal and dedicated Android and iOS apps, to work on the go as well.
The processes automated with ARXivar NEXT
Management of electronic purchase and sales invoices
A dedicated workflow automates operational activities and improves control over the administrative process.
Automatic management of document delivery
Automatic distribution of documentation produced by the workshop department, reducing operational time, manual activities and management costs.
Approval of purchase invoices
An approval workflow improves expense control, budget management and allocation to cost centers. After receipt (scanning or IX-FE portal), the reviewer can approve, reject or request further details; the approver authorizes payment; the administration completes the entry with the management software data and closes the flow.
Sending documents via email
To reduce environmental impact and printing costs, all documents produced by the management software are archived digitally. A shared procedure lets employees send documentation to the associated address or to a recipient specified in the workflow, with a preconfigured subject and message body.
Compliant electronic archiving
Compliant digital archiving was introduced for accounting documents: general ledger, VAT registers, payroll ledger (LUL), invoices issued and received, and administrative and tax documents. Documents are sent to the IX-CE portal and digitally signed automatically, ensuring their authenticity, integrity and legal validity over time.
What changed for International Garage
Elimination of paper
Lower printing costs, consumables, storage space and low-value administrative activities.
Process automation
Custom workflows and automations, including the automatic sending of invoices and documentation to customers.
Greater operational efficiency
Documents and information immediately available: more collaboration, speed and service quality.
More control and traceability
Every document, process and approval is tracked in the platform, with full regulatory compliance.
"Being the first Volkswagen Service Partner in Trentino-Alto Adige to implement ARXivar NEXT is a great source of pride. It is a very intuitive program that has allowed us to significantly digitize the company: digital archiving, invoices sent by email, checklists and tire storage. Being able to digitally consult every document — invoices, work orders, delivery notes (DDT) — is a significant time saver for everyone and makes our internal processes much faster than in the past."
Andrea Maino — Administrative Manager, International Garage Snc