Automation of financial processes

Tired of constantly “losing” cost invoices and manually organizing documents?

We implement invoice archiving automation using OCR technology, which improves the management of financial documentation and eliminates many routine activities performed by the accounting team. Automation retrieves cost invoices from a variety of sources — e.g. from an email inbox, document management systems, purchasing platforms or dedicated company tools — and then processes them in an automated manner.

Thanks to the use of optical character recognition (OCR) technology, the system reads the content of invoices, identifies key data (e.g. invoice number, contractor, date, amounts or cost category) and saves them on this basis in a structured database. The information can be automatically uploaded to Google Workspace, ERP systems, or other tools used by your company.

Automation also allows intelligent cataloging of documents — invoices are automatically named according to any format chosen by the company (e.g. contractor_data_amount), appropriately tagged and saved in a folder structure adapted to accounting processes.

We implement automation of business trips accounting, which significantly improves the implementation of routine duties related to finances. Such systems independently calculate the allowances in accordance with the current regulations on employes delegation. As a result, you can be sure that all calculations are in full compliance with current legal requirements and rules.

In addition, automation can send the delegate clear instructions and reminders that guide them through the entire process step by step — from reporting a trip, through adding documents, to finalizing the settlement. Thanks to this, all the necessary information is collected in an orderly manner, and the financial department receives a complete set of information without the need to manually monitor the process.

Automated notifications and prompts help to keep track of deadlines, so that the tasks of the finance department are carried out efficiently and on time. At the same time, all documents can be stored in one place to ensure quick access to delegation history.

Invoicing automation streamlines sales processes and eliminates many routine tasks related to customer service and document preparation. Thanks to the use of new technologies, the system can independently manage the data of counterparties and generate invoices based on information from various tools used in the company.

Examples of automation capabilities:

• streamlined addition of new contractors through dedicated forms,
• retrieving the company's billing data from the Internet based on the VAT ID (e.g. company name, address, VAT status)
• central management of contractors from a single panel instead of storing them in multiple Excel sheets,
• quick access to the history of cooperation, billing information and payment terms of customers,
• automatic generation of invoices based on information from various systems (e.g. CRM, sales systems or design tools)
• issuing invoices according to established rules — e.g. based on the number of hours worked in project management tools,
• automated sending of invoices to customers and their recording and archiving in company systems.

Thanks to such automation, the invoicing process becomes faster, more orderly and much easier to manage.

Are invoices paid late due to an inefficient acceptance process?

You can eliminate the long wait for invoice acceptance with an alert and notification system that streamlines processes related to the approval of cost documents. Managers receive a notification to quickly approve or reject an invoice directly from within the message, significantly speeding up document processing and reducing unnecessary internal communication.

If the person in charge does not take any action, the system sends a sequence of reminders so that the invoices do not “get stuck” in the acceptance process. Managers also receive periodic reports showing the status of documents, which increases the transparency of processes related to finances throughout the organization. This insight makes it easier to make business decisions and respond faster in the event of delays.

Still wasting time on reminding clients about paymnents?

Simplify your debt recovery process with a solution that monitors invoice status and supports timely payment by clients. You can specify the frequency and form of reminders (e.g. e-mail or system messages), and the notification mechanism will take care of regularly informing customers about upcoming or missed payment deadlines.

In case of delays, payment requests are generated and sent, which allows you to quickly respond to arrears. This approach improves customer relationship management because communication is orderly and predictable, while significantly improving the operational efficiency of the company. Reduce time-consuming administrative activities and increase the efficiency of debt collection activities, thanks to the automation of financial processes!

Do you know which areas of your business are profitable?

Dedicated automation allows you to create financial reports based on information from various tools used in the company. Thanks to this, advanced filtering by period, projects, clients or departments is possible, which allows quick and precise analysis of financial results and control of budgets.

A key element of such solutions is a customized dashboard for financial management, which presents the most important indicators in a clear and easy to analyze form. Such a panel allows you to quickly generate financial reports, constantly monitor the profitability of projects or control costs in various areas of activity. Thanks to this, the automation of financial processes in the company allows you to reduce errors, organize the analysis of finances and significantly facilitates business decisions.

See examples of financial dashboards and see how they can look in your business: https://www.sagiton.pl/en/services/automation-of-reporting-and-data-processing