Accounting
Security, Automation, Control – The Future of Accounting in One System
Efficient Management of Accounting Documents
Modern accounting departments are dealing with a growing volume of documents, the need for integration with financial and accounting systems, and the requirement to comply with legal regulations. Enovatio is a comprehensive system that streamlines document workflows, automates processes, and provides full control over company budgets and finances. As a result, accounting can focus on data analysis and cost optimization instead of manual document processing.
How to Optimize Accounting? 15 Features to Improve Document Management
Scanning and Receiving Invoices via Email
The system enables automatic downloading of incoming invoices from a dedicated email inbox and their digitization, eliminating the need for manual data entry.
Integration with KSeF (National e-Invoice System)
A direct connection with KSeF allows automatic downloading and sending of invoices in a standardized format, ensuring better tax compliance and minimizing errors.
Automatic Data Extraction from Documents (OCR)
Equipped with an OCR module, the system reads data from invoices and other accounting documents, automatically categorizing them and eliminating the need for manual transcription.
Contractor Verification via the VAT White List
Each invoice is automatically verified in the VAT taxpayer register, checking the NIP number and reducing the risk of working with unreliable entities.
Creating Contractor Profiles via GUS and VIES
The system retrieves contractor data from GUS and VIES registries, automatically completing their profiles, which significantly shortens the time needed to enter new contractors into the system.
Integration with Financial and Accounting Systems
Direct integration with ERP and accounting systems enables automatic transfer of documents and financial data, eliminating manual entry and reducing the risk of errors.
Improved Communication with Document Approvers
The system allows quick forwarding of documents to the appropriate individuals in the company, adding comments, and streamlining the invoice approval process—speeding up accounting and payments.
Full Archive of Accounting Documents
All documents are stored in a digital archive, ensuring easy access, fast search, and compliance with audit and tax requirements.
Document Status Tracking
Accounting always knows where and with whom a document is—whether it’s being approved, processed, or already posted—allowing full process control.
Automatic Payment and Deadline Reminders
The system generates automatic reminders of invoice payment deadlines and other financial obligations, minimizing the risk of delays and interest charges.
Real-Time Cost Reporting and Analysis
Thanks to integration with budgets and purchase orders, the system allows real-time cost analysis, expense control, and fast detection of irregularities.
Support for Multi-Branch Organizational Structures
Companies with multiple branches can manage finances in one system, monitor expenses per unit, and ensure unified accounting processes.
Support for Various Types of Accounting Documents
The system supports not only cost invoices but also purchase orders, contracts, employee expense reports, and other financial documents—improving their flow and control.
Automatic Document Posting
Thanks to intelligent algorithms, the system can automatically assign invoices to the appropriate accounting accounts, eliminating errors and speeding up the posting process.
Auditing and Compliance with Tax Regulations
The system records the full history of operations on documents, simplifying audits and ensuring compliance with legal and tax requirements.
Benefits for the Accounting Department
- Time savings – Automation eliminates manual data entry and speeds up document workflows.
- Lower error risk – Integration with KSeF, OCR, and the VAT white list ensures greater data accuracy.
- Easier financial control – Ongoing cost analysis and reporting enable quicker decision-making.
- Better document organization – A digital archive eliminates the issue of lost invoices and documents.
- Faster invoice approval – Automatic reminders and internal communication minimize delays.
Summary
The Enovatio document management system is a comprehensive tool supporting accounting departments in their daily work. By automating processes, integrating with accounting systems, and offering a digital document archive, companies can significantly increase operational efficiency, reduce the risk of errors, and improve financial control.
Implementing such a solution is a step toward modern, digital accounting, tailored to a dynamically changing business environment.
