Finance and accounting process automation

Tired of constantly "losing" VAT invoices and manually organizing documents?

We implement automated invoice archiving using OCR technology, which streamlines financial document management and eliminates many routine tasks performed by your accounting team. The automation retrieves expense invoices from various sources—such as email inboxes, document management systems, procurement platforms, or dedicated company tools—and then processes them automatically.

By using Optical Character Recognition (OCR) technology, this accounting automation reads the content of invoices, identifies key data (e.g., document number, vendor, date, amounts, or cost category), and saves them into an organized database. Information can be automatically synced to Google Workspace, ERP systems, or other tools used within your company.

Accounting automation also enables intelligent document cataloging—invoices are automatically named according to any format chosen by the company (e.g., date_vendor_amount), properly tagged, and saved in a folder structure tailored to your 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.

Invoice automation streamlines sales processes and eliminates many routine tasks associated with customer service and document preparation. By leveraging new technologies, automated invoicing systems can independently manage contractor data and generate accounting documents based on information from various tools used within the company.

Examples of what such invoice automation can do:

• streamlined addition of new contractors via dedicated forms,
• retrieving company billing data from the internet based on the tax ID number (e.g., company name, address, VAT status)
• centralized contractor management from a single dashboard instead of storing them in multiple Excel spreadsheets,
• quick access to collaboration history, billing information, and client payment terms,
• automatic generation of invoices based on information from various systems (e.g., CRM, sales systems, or project 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 clients, as well as their saving and archiving in company systems.

Thanks to this automation, the invoicing process becomes faster, more organized, and significantly 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