Winterhalter Polska

Digitizing Document Workflows and Preparing the Organization for KSeF

About the Client

Winterhalter is a leading global expert in professional warewashing systems for the food service, hospitality, and HoReCa industries. The company delivers comprehensive solutions, including technologically advanced glasswashers, dishwashers, utensil washers, and pot washers, as well as dedicated detergents, water treatment systems, and accessories that support the entire warewashing process.

Winterhalter solutions are used by restaurants, hotels, bakeries, confectioneries, and catering companies worldwide. The brand is recognized for its reliability, high energy efficiency, and compliance with the highest hygiene and quality standards.

Winterhalter operates its own subsidiaries in numerous countries, including Winterhalter Polska, supported by an extensive network of partners and distributors. The Polish branch manages customer service, procurement, service, and administrative processes while using SAP S/4HANA as its primary ERP system.

Challenge

With the mandatory implementation of Poland’s National e-Invoicing System (KSeF) approaching, Winterhalter Polska launched a project to streamline and digitize its accounts payable document processes.

One of the biggest challenges was handling approximately 600–700 invoices per month involving 40–50 users across multiple departments. The invoice approval process required the participation of numerous employees responsible for different business areas, making it difficult to efficiently manage document flow and monitor invoice status.

Another challenge was the inability to fully integrate with SAP S/4HANA during the first phase of the project. Therefore, the company needed a solution that would improve business processes from day one while remaining ready for future expansion and integration.

The company was looking for a solution that would:

• Prepare the organization for working with KSeF.
• Streamline the accounts payable invoice workflow.
• Automatically route documents to the appropriate employees and departments.
• Reduce document approval times.
• Provide a complete audit trail and approval history.
• Create a centralized repository for contracts and administrative documents.

Solution

The implementation of Enovatio Workflow enabled Winterhalter Polska to build a modern and transparent document management system that supports everyday operations while preparing the organization for working in the KSeF environment.

Key elements of the implemented solution:

• Automatic retrieval of invoices from KSeF and support for PDF invoices.
• Multi-stage approval workflows tailored to different expense categories, including administrative, commercial, service, and warehouse costs.
• Automatic document routing based on vendors and predefined business rules.
• Approval mechanisms depending on invoice value and specific business conditions.
• Support for cost centers (MPK), accounting assignments, and cost descriptions.
• A centralized contract repository with access control.
• Notifications, delegation management, and a complete history of workflow activities and decisions.
• Reporting and data export for further processing in SAP.

The solution was designed following a detailed pre-implementation analysis during which existing business processes were mapped together with the Winterhalter team and opportunities for automation were identified. Particular emphasis was placed on flexibility, ensuring that the system could support various business scenarios while growing alongside the organization.

Results

The implementation of Enovatio Workflow significantly improved accounts payable document management and increased process transparency across the organization.

Key outcomes:

• All expense documents are now managed within a single centralized system.
• Manual document transfers between departments have been eliminated.
• The approval process has become fully transparent, allowing users to monitor document status and responsibilities at every stage.
• The finance department has gained complete visibility into approval history, comments, and document changes.
• Automatic invoice routing has reduced processing times and minimized the risk of errors caused by manual task assignment.
• The organization is fully prepared to operate within the KSeF environment.
• A solid foundation has been established for further business process automation and future SAP S/4HANA integration.

Strategic Benefits

The greatest benefit for Winterhalter Polska has been the creation of a structured, transparent, and scalable accounts payable document workflow. The company has gained greater control over document circulation, faster access to information, and the ability to make decisions more efficiently.

In the long term, Enovatio Workflow supports the company’s digital transformation strategy by enabling further business process automation, expanding integration with SAP, and ensuring efficient operation within the KSeF environment. The implementation provides a scalable foundation for future business growth without the need to expand manual administrative processes.