Accounting company TOP Ucetnictvi takes care of accounting, payroll, taxes, and sometimes even company administration. They ensure that accounting and related matters are in order, and clients have no concerns about deadlines and other obligations. However, to assist clients as efficiently as possible and keep up with those who prefer digitization, they needed to delve into the automation and digitalization of the process that consumed most of their time – invoice processing.

Goal

TOP Ucetnictvi's clients are changing and no longer rely on paper documents in a box. It is natural for them to want everything electronically, connecting emails for invoice collection. They also have a larger volume of documents and, especially, different requirements for data processing speed and reporting. It was necessary to keep up with them and find a way to handle the entire collaboration in sending and approving invoices efficiently and modernly.

• Meeting client needs within digitization
• Streamlining communication with clients
• Speeding up invoice processing to handle more clients

Solution – Easy Integration with Digitoo

Integration with Digitoo was easy for TOP Ucetnictvi as they used the accounting system Money S4 (soon transitioning to the Pohoda system), for which we had integration prepared along with a simple tutorial. Within a few minutes, the company could start using Digitoo's main features – invoice reading using artificial intelligence and approval processes between their accountants and clients. Once TOP Ucetnictvi's clients had access to Digitoo, they could track and approve invoices conveniently from their mobile or email. Although accountants are not into big changes, as they usually involve extensive learning, Digitoo went through company's processes smoothly.

Results

• Start of collaboration in June 2023
• 60% more processed invoices with the same team size
• Average reading accuracy of 92% after 6 months
• 50% time savings in printing and manual transcription (from 1 day to 4 hours)
• Capacity released for accepting new clients
• Minimizing lengthy communication with clients
• Client satisfaction due to process transparency and sophisticated approval
• Faster data from documents for clients and therefore more accurate reporting

"What used to take us 1 day, we can now do in 4 hours, connecting clients -> email -> Digitoo -> verification." ~ Petra Vejmanová, CEO of TOP Ucetnictvi.

Future steps

By mid-2024, the accounting firm expects a ratio of 95:5 between processing paper documents and electronically extracting all invoices and receipts. Digitization will thus open doors for them to acquire more clients without having to hire new employees or overwhelm existing ones.