Cut the Chaos,
Just Like McCray Did

CASE STUDY

Digitizing Document Management and Enhancing Efficiency with McCray Lumber & Millwork and WorldView 

About McCray Lumber & Millwork 

• Distributor in the lumber and building materials industry
• Located in the Kansas City metro area, serving multiple locations
• A nationally recognized company that offers a wide range of products from decking to siding to house wrap and everything in-between. 

“WorldView has saved us countless hours of scanning and searching. It helps our yards work more efficiently, and if you have multiple locations, it’s definitely the way to go” - Tina Price, Controller 

Setting the Scene: Challenges in Document and Workflow Management 

McCray Lumber & Millwork faced growing pains as it scaled operations across multiple locations. Tine Price and her team encountered several hurdles: 

• Excessive Paperwork: The AP and yard teams managed over 5,000 invoices manually per month, leading to lost documents and time-consuming filing processes
• Disjointed Systems: Without centralized document access, employees spent up to 3 hours per week contacting AP staff to locate, retrieve, and scan missing invoices.
• Reconciliation Bottlenecks: Yard teams needed AP assistance for invoice copies, adding 5+ hours weekly of unnecessary back-and-forth to the reconciliation process.
• Customer Service Gaps: McCray’s previous system didn’t allow reprinting of historical statements, delaying responses to 15% of customer inquiries related to billing issues. 

Tina Price, Controller at McCray Lumber & Millwork, on WorldView’s functionality:  
“Now, the yard can scan invoices into payable directly—it’s nice not to have missing invoices anymore." 

The Solution: WorldView Document Management 

McCray Lumber & Millwork partnered with WorldView to transition to a fully digital document management solution. This partnership included: 

• Centralized Document Access: Invoices and records were digitized and stored in a single repository, accessible to all locations in real time.
• Yard-Level Scanning: Yards could now scan invoices directly into WorldView, removing the need for AP staff to manage physical documents.
• Efficient Workflow Management: WorldView enabled smoother collaboration between locations by allowing each team to access and manage documents independently.
• Historical Recordkeeping: MCCray’s team gained the ability to retrieve and reprint historical records instantly, vastly improving customer service capabilities. 

Implementation Highlights 

McCray Lumber & Millwork’s implementation process was designed to be seamless and minimally disruptive: 

• Structured Phases: The rollout began with a focus on document imaging to centralize and digitize records. Once this foundation was in place, McCray transitioned to using WorldView’s workflow automation tools to optimize approvals and reconciliations.
• User Training and Support: WorldView provided comprehensive training to ensure all employees, from AP staff to yard managers, could use the system effectively.
• Quick Adaptation: The team quickly adapted to the new system due to the simplicity of the interface. 

“The implementation was quick and easy, and the WorldView team was always available to help. Within weeks, everyone was comfortable using the system.” 

The Transformation: Results with WorldView 

Significant Time Savings

WorldView’s centralized system drastically reduced manual tasks: 

• Eliminating hours spent pulling and scanning invoices for yard teams, saving 2-3 hours per week for AP.
• Better reconciliation processes, saving 5 hours weekly, freeing up over 260 hours annually for higher-value tasks. 

Better Document Management Across Locations

By digitizing workflows, McCray ensured seamless collaboration and eliminated lost documents. 

“It makes sharing documents easier and helps our yard work more efficiently. They can see invoices and pull them up themselves instead of calling us.” 

Improved Customer Service

WorldView enabled McCray to deliver a better customer experience by making historical records easily accessible: 

• Reduced delays for 15% of customer billing inquiries.
• Historical statements could now be retrieved instantly, improving response times by 50%. 

“We’re now able to reprint historical statements for customers. That was never possible in our old system.”

Paperless Efficiency

The transition to a digital system reduced physical paperwork and errors: 

• Eliminating filing and scanning for 5,000+ invoices monthly, saving both time and storage costs.
• Reduced lost or double-scanned invoices by 98%, creating a more reliable workflow. 

“With [WorldView], we don’t have to file anything anymore. It’s saved us so much time scanning and sorting paperwork.”

Empowered Teams Across Locations

McCrays’ team could focus on higher-value work instead of routine administrative tasks: 

“Accounts payable spends most of their time in WorldView, and it’s great that they can access files without flipping back and forth between systems.”

A Reliable Solution for Multi-Location Businesses 

“I love WorldView. Now that we’ve had it, I would never want to go back. It’s saved us time, reduced paperwork, and helped us work better across all our locations.” 

Measuring the ROI: Key Metrics 

• 260+ hours saved annually in reconciliation and document retrieval tasks.
• 3+ hours weekly freed for AP staff through yard-level scanning.
• 50% faster response times for billing-related customer inquiries.
• 5,000+ invoices digitized monthly, eliminating manual filing.
• 98% reduction of lost or double-scanned invoices.
• Estimated savings of $12,000+ annually on paper, toner, and storage costs alone. 

Conclusion: A Modern Document Management Solution 

McCray Lumber & Millwork’s transition to WorldView’s document management system transformed their operations by reducing manual work, improving document access, and enhancing customer service. With centralized workflows and empowered teams, McCray has created an efficient, collaborative environment that supports their continued growth. 

Discover how WorldView can help your business save time, reduce errors, and improve collaboration across locations. Schedule a consult today!