Challenges

BWS Expo is a company that processes vast amounts of accounting documents. As the business grew, manually handling invoices and other documents became increasingly time-consuming and prone to errors. The key issues the company faced included:

• Lack of a centralized accounting document workflow system.
• Long processing times for individual documents.
• Difficulty verifying document compliance.
• The need for repeated manual data entry.
• Excessive paper consumption.
• Errors resulting from employee mistakes.

Project Goals

The main goal of the implementation was to create a system that would not only streamline document flow but also improve the efficiency of the entire organization. The priority was to minimize the risk of human errors by eliminating manual operations and replacing them with intelligent automation mechanisms. As a result, accounting processes could become more fluid, and finance department employees were relieved of tedious, repetitive tasks.

An essential aspect of the implementation was also the significant reduction in the time required to input and process documents. By implementing intuitive tools and automatic mechanisms, the system could autonomously recognize data and assign it to the appropriate categories, significantly speeding up document handling. Another step was introducing a multi-level document approval and verification system, which allowed for precise control over each stage of the process and ensured greater transparency in decision-making.

Automating the document accounting process allowed for more efficient financial management, and the integration of the new system with existing accounting software ensured data consistency and eliminated the need for manual data entry. Another critical aspect was optimizing the payment process, aiming to avoid payment bottlenecks and ensure the company's financial liquidity. Thanks to digitization, BWS Expo also gained better control over costs, leading to more predictable expenses and easier budget planning.

Equally important was the focus on the environment and reducing paper consumption. Document digitization led to a significant reduction in physical prints, which not only saved costs but also contributed to building a more eco-friendly business model.

Scope of Work and Solutions Created

As part of the project, MANUCO developed and implemented a modern accounting document module, fully integrated with the proprietary ERP system used by BWS Expo. Thanks to this integration, the company gained a centralized tool for managing documentation, which significantly streamlined internal processes.

To facilitate the work of the accounting team and other departments responsible for document flow, solutions were implemented to automate many repetitive tasks. One of the key improvements was the introduction of a data auto-fill mechanism, which allowed for automatic retrieval of contractor information from the GUS system. As a result, entering invoices into the system became faster and less error-prone.

Another important element of the project was the implementation of a multi-level document approval and verification system. Each document now follows a specific approval path, in which relevant individuals are automatically notified about the need to approve the document. The notification system ensures smooth approval processes, eliminating delays caused by manual document distribution.

Thanks to the implementation of automated cost accounting, documents are now automatically classified and assigned to the appropriate accounts. The generation of payment baskets for the banking system simplified and accelerated payment processes.

To increase document flow transparency, a document status tracking feature was added. System users can check at any time which stage a document is at and what actions have already been taken during its processing. This functionality provided employees with better control over the documentation and quick access to critical financial information.

Additionally, the ERP system was fully integrated with the external accounting software Symfonia, enabling automatic data exchange and eliminating the need for manual data entry into different systems. At the end of the implementation, digital document archiving capabilities were also provided, significantly reducing paper consumption and making documentation accessible at any time and place.

Implementation Results

After completing the project, BWS Expo noticed significant improvements in the functioning of accounting processes. Here are the most important benefits brought by the solution implemented by MANUCO:

• A 45% reduction in the time spent handling accounting documents.
• Relief for many employees through automation.
• A 90% reduction in errors.
• Increased transparency of processes.
• Greater financial control through centralized information.
• An 80% reduction in paper consumption.

Summary

The collaboration with BWS Expo is yet another example of how MANUCO successfully supports companies in their digital transformation. Our comprehensive approach to projects, tailoring solutions to the client's individual needs, and efficient integration with external systems provide real savings in time and resources.