Liftago is a Czech technology company that offers reliable taxi and courier transport services through a mobile and web application. The company's goal is to provide high-quality services to both customers and drivers, with a focus on safety, reliability, and fair pricing. Liftago collaborates exclusively with licensed, professional drivers who have excellent knowledge of the city and have undergone a thorough selection process. Liftago’s services are available in over 20 cities across the Czech Republic.

Challenge

Liftago processes more than 3,000 invoices annually, which created a significant administrative burden given the lean structure of their finance team. Digitalizing accounting was thus a logical step that saves a considerable amount of time. They realized that every minute saved on a single invoice translates into hours saved over the year. The primary motivation, however, was to increase efficiency and enable continuous cash flow monitoring, allowing company leadership to make faster and more accurate decisions.

Process before Digitoo

1. The received invoice arrived via email in PDF
2. The invoice was printed and stamped with a form for filling in details
3. Here, details such as department, activity, or date of receipt were manually added
4. The invoice data was manually entered into Abra Flexi
5. In the system, an internal number was automatically assigned to the invoice, which then had to be manually added to the document
6. The physical invoices were handed over to the manager for approval and signature
7. After being signed and returned, the invoice was scanned and saved to an online drive
8. The original invoice was physically stored in archive

Solution

After testing several available tools on the market, Liftago chose Digitoo solution primarily due to its intuitive application interface and easy integration.

• Integration with Abra Flexi
• Email addresses for direct invoice submission to Digitoo
• Automation of data entry using AI-powered invoice extraction
• Creation of digital approval workflows between the managers, executive and accountant
• Digital archiving for all invoices

Process with Digitoo

1. The invoice is sent to the Digitoo email inbox and thus directly into the application for extraction
2. Data from the invoice is extracted and digitized within seconds, including line items
3. The AI accountant assigns activity, accounting items, analytical account, VAT, or control report lines based on previous data
4. An employee verifies correction of the filled information
5. The invoice is sent to Abra Flexi, where an internal number is assigned
6. The invoice is stored in the electronic archive

Results

• Elimination of the need for physical documents and associated processes (printing, scanning, and physical filing)
• Minimization of material costs and storage requirements
• 80% time savings in invoice processing (from 10 minutes to 2 minutes)
• Increased workload capacity with the same amount of staff
• Annual savings of over 140,000 CZK and 400 hours
• Due to its intuitive nature, Digitoo was quickly adopted for full-scale use
• Reduction in error rate

"Thanks to all these steps, we are able to save roughly 80% of the time, which is especially valuable at the beginning of the month for reporting purposes, allowing employees to focus on other important tasks. While previously, a single invoice would take about 10 minutes in total for all processes, today we can handle an invoice in around 2 minutes." ~ Tomáš Fidler, Finance Specialist at Liftago

Next steps

"The goal of Liftago is now to process the majority of its invoices without the need for human intervention, thereby automating the workflow from invoice receipt to submission in Abra Flexi. The next step will be to set up rules for full automation of frequently recurring invoices (these invoices will have the highest extraction accuracy) based on confidence levels, and then replicate this approach for other types of invoices.

Thanks to high satisfaction, Tomáš Fidler has decided to use Digitoo for another project as well, a startup called grid.online, led by Liftago co-founder Ondřej Krátký.