FINANCE AND CFO / AUTOMATION
We developed a dedicated document workflow system for our client that completely centralized the financial process. This involved a large scale, as the company processes approximately 400 cost invoices daily. An additional challenge was that the organization operates in 12 cities across Poland, and the entire approval process was decentralized and dependent on numerous variables: location, specific client, or type of service provided.
Before our implementation, invoices often got stuck in various regions due to scale or managers’ holidays, and the accounting department spent hundreds of hours manually re-entering data and inputting everything into the ERP system.
Everything begins with the automatic retrieval of documents from KSeF. Although the government system has its XML standard, in practice, suppliers embed additional, crucial information (such as order numbers or internal codes) in completely different parts of the file structure. To eliminate the need for employees to manually search for this, we used AI mechanisms that automatically identify these scattered additional fields and map them accordingly.
Next, the invoice appears on the pre-approval screen. Before the document proceeds further into the company, the operator sees a preview of the original PDF and data extracted by AI on a single screen, allowing for quick confirmation and error elimination at the outset.
After pre-approval, the system activates a dedicated business rules engine. Based on location, client, or service type, the system automatically determines who in Poland should receive the document for approval. We also resolved the issue of bottlenecks: the system continuously checks the client’s internal hierarchy, accounts for absences, and planned substitutions. If someone does not approve a document for several days, an automatic escalation path is triggered, pushing the invoice higher to the direct supervisor – and as far up the hierarchy as necessary.
Once the document completes the entire approval path, it goes to the accounting department. Accountants receive a practically prepared document in the application. They see descriptions, the approval path, the document file, and all verified fields for suppliers, bank accounts, etc. They do not need to log into the ERP system at all to post the invoice – their work is limited to quickly clicking through and approving the system’s proposal, and everything is automatically posted in the background. The amount of manual work has drastically decreased.
The project does not end with just posting. We created a module that automatically completes the entire process on the banking side. Based on the approved and posted invoices mentioned above, the system automatically prepares a batch of transfers for the bank. Before sending the transactions, it automatically checks e.g. the account numbers against the VAT White List.
As a result, the client gained a complete process loop: from the moment an invoice appears in KSeF, through automatic accounting entry, intelligent approval across 12 cities, all the way to automatic bank transfer execution.
As a result, the client gained a complete process loop: from the moment an invoice appears in KSeF, through automatic accounting entry, intelligent approval across 12 cities, all the way to automatic bank transfer execution.
Headquarters gained full control and clean, real-time data ready for reporting, while financial departments were freed from hours of repetitive, mechanical work.
A report is built over the entire process, showing the exact location of each document, whether it has been posted, or paid.
This client success quickly sparked further ideas, because in a well-structured business, everything connects. When you have such clean, error-free, and rapidly flowing data, a whole new level of company management opens up. What if we could… build a dynamic cash flow forecast based on this information, updated automatically every few hours? For us, this is not a major revolution – it’s enough to add a few building blocks that we already have ready and proven in other projects.
Does your company keep up with current accounting without a hitch, or is month-end closing still a frantic race against time? Can you determine in two minutes the exact status and location of the last invoice from a key supplier?
If you feel that your processes or financial reporting are stuck in Excel bottlenecks, and your systems aren’t communicating – let’s talk. We’ll see what pieces we can quickly and painlessly fit into your existing architecture so you can finally gain peace of mind and data you can truly rely on for decisions.
+48 606 281 103
marcin@resivo.pl
