Overview
PrepWorld is an award-winning food preparation business, supplying the UK’s leading supermarkets with the highest-quality fresh fruit. Culverdocs helped them replace a paper-heavy operation with digital forms, saving thousands of pounds and stripping complexity out of the business.
PrepWorld handles everything from fruit sourcing to production and packaging, and leads the market in seasonal interest fruit – including difficult-to-process varieties such as berries, pomegranates, coconut, mango, and banana. Its fruit is prepared on specialist machines that require pre-start checks before every shift, a process that once generated more than 120 paper forms every day.
The Challenge
Those paper-based checks created more than 120 forms a day, all of which had to be stored for at least a year for auditing. When issues arose, they were difficult to trace.
We were generating a filing box of paper every day. If auditors wanted to make checks, we’d have to find that day’s box in the warehouse and, because any issues were written on a piece of paper, it was hard to work back from.
Chris Kay
IT Manager · PrepWorld
The business needed a solution to:
- Digitalise its paper-based machine start-up checks.
- Make audit records easy to store, find, and trace.
- Cut the confusion and email overload around faults and processes.
The Solution
After looking at seven different software companies, Chris chose Culverdocs in December 2020. Culverdocs built the initial start-up forms and trained key users at PrepWorld to build and manage new forms in-house.
The platform was rolled out across key processes, including:
- Machine start-up checks.
- Maintenance requests.
- Hygiene checks.
- HR and training forms.
- Integration with Power BI dashboards and reports.
In moving the forms online, PrepWorld also took the opportunity to simplify, reducing 120 different start-up forms down to just 36.
The Impact
Less Paper, Less Complexity
Digitising the start-up checks let PrepWorld cut its 120 different forms down to just 36, stripping out complexity and bureaucracy.
It has been a really good exercise in reducing complexity and bureaucracy… Now we have just 36 versions of the form.
Smarter Fault Reporting
Automated workflows now log every fault with photos and timestamps, route it to the right team, and capture data on breakdowns for KPIs and reporting.
All of a sudden we have data on which machines have broken down. We can pull out KPIs and spot patterns.
Significant Cost Savings
With annual print costs once topping £40,000, PrepWorld has seen a return on investment worth tens of thousands of pounds, helped by digitising HR forms previously printed by all 800 staff.
Eight hundred people would print off the form, fill it in and then hand it back to HR. By moving HR forms onto Culverdocs, we’ve saved all of those pages.
Buy-in Across Teams
Teams across the business now work from a single, visible list of jobs rather than chasing updates over email.
The production managers like it because they can now see a list of outstanding jobs, instead of sending emails to several different people and getting nothing back.
The Results
Culverdocs has become a trusted technology partner for PrepWorld, with major time savings expected in auditing and plans to digitalise further processes.
Culverdocs is agile and responsive to our requests. They took the time to find out how our company worked and what we wanted… There’s absolutely a lot of trust there. And we’ve got a very simple and elegant solution.
Chris Kay
IT Manager · PrepWorld
Reduction in Forms
Annual Printing Costs Saved
Capterra Rating
Years with Culverdocs
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