Accounting Office
Document Workflow in Enovatio – A Solution for Accounting Offices
Faster and More Efficient Client Service
Accounting offices deal with hundreds of documents from their clients every day. Invoices, contracts, financial reports, and travel expense settlements need to be received, verified, posted, and archived. Traditional methods of document transfer, such as emails or paper files, are time-consuming and prone to errors.
The Enovatio document management system allows accounting offices to automate tasks, eliminate manual operations, and ensure faster and more accurate client service.
How to Optimize the Operations of an Accounting Office? 15 Features That Improve Document Management
Scanning and Receiving Invoices from Email
The system automatically retrieves incoming invoices from a dedicated email inbox and digitizes them. This eliminates the need for manual data entry and ensures quick access to invoices, minimizing the risk of errors.
Integration with KSeF (National e-Invoice System)
Direct integration with KSeF enables automatic retrieval and submission of invoices in a standardized format. This increases compliance with regulations and eliminates the risk of errors when manually submitting invoices.
Automatic Data Extraction from Documents (OCR)
Equipped with OCR technology, the system reads data from invoices and other accounting documents, automatically categorizing them. This saves time and minimizes the risk of errors from manually transcribing data.
Verification of Contractors in the VAT Payers List
Every invoice is automatically verified for the VAT number and the contractor’s status in the VAT payer registry, eliminating the risk of cooperating with dishonest entities.
Creating Contractors from GUS and VIES
The system allows for the retrieval of contractor data from the GUS and VIES registers, reducing the time needed to enter new contractors into the system. This eliminates errors from manual data entry.
Integration with Financial and Accounting Systems
Enovatio integrates with popular ERP and financial accounting systems, enabling automatic transfer of documents and accounting data, thus eliminating the need for manual entry and minimizing the risk of errors.
Improved Communication with Document Approvers
The system enables quick transfer of documents to the appropriate people within the company, adding comments, and streamlining the invoice approval process, speeding up posting and payments.
Complete Archive of Accounting Documents
All documents are stored in one secure electronic archive, ensuring easy access, quick searchability, and compliance with auditing and tax requirements.
Tracking Document Status
The accounting office always knows where and with whom a document is—whether it’s being approved, processed, or already posted. This ensures effective control over the document flow process.
Automatic Reminders for Payments and Deadlines
The system generates automatic reminders about invoice payment deadlines and other financial obligations, minimizing the risk of delays and interest charges.
Real-Time Reporting and Cost Analysis
The system allows for real-time cost analysis, expense control, and quick identification of irregularities. By integrating with budgets and orders, full control over company finances is possible.
Support for Multi-Branch Organizational Structures
Accounting offices handling companies with multiple branches can manage finances in one system, monitoring expenses at the individual unit level and ensuring uniformity in accounting processes.
Support for Various Types of Accounting Documents
Enovatio supports not only invoices but also orders, contracts, employee expense reports, and other accounting documents, making it easier to manage and control their flow.
Automatic Document Allocation
The system automatically allocates invoices to the appropriate accounting accounts, eliminating the risk of errors and speeding up the posting process.
Audit and Tax Compliance
Enovatio records the complete history of operations on documents, which facilitates audits and meeting legal and tax requirements. This ensures that accounting processes are fully auditable and compliant with regulations.
By automating processes, your office can serve more clients with the same number of employees, increasing profitability.
Benefits for Accounting Offices
- Shorter Client Service Time – Automation means less manual work and faster document processing.
- Reduced Number of Errors in Accounting – With OCR and automatic data verification, you can avoid mistakes when entering invoices.
- Full Compliance with Regulations – Integration with KSeF, archiving, and automatic contractor verification ensure compliance with the law.
- Greater Control Over Client Documents – All invoices and settlements in one place, without the need to search through emails or binders.
- More Clients Without Increased Costs – Automation allows you to serve more clients without hiring additional staff.
Summary – A Modern Accounting Office with Enovatio
The Enovatio system is the key to modern and efficient accounting service. Process automation, elimination of manual errors, and full integration with accounting systems allow accounting offices to save time, increase client service quality, and improve profitability.
Want to streamline your accounting office’s operations?
Contact us and find out how Enovatio can help your company!
