Selected trading companies and service providers we already help
Trading companies, branch operations and service providers. Plenty of documents, several locations and little time for paperwork – that is exactly where ReFIS helps the most.
Selected trading companies and service providers we already help
From a hotel through electronics distribution to staffing agencies. One thing unites you: documents have to keep moving, because your people have more important work to do.
Overhead and supplier invoices arrive in the electronic mailroom and AI reads them – nobody retypes anything. The more small documents you have, the more time you save.
The manager of a hotel, shop or branch approves their documents in a few clicks – from a computer and from a phone too. Meanwhile head office sees the costs of all locations together as well as each one separately.
Opening a new location or handling more documents does not mean more people in the back office. The processes run the same whether you handle ten or thousands of documents a month – see the growth without growing administration advantage.
“The implementation went smoothly, because the people at ReFIS genuinely understood how we wanted to use the system and what our needs were. It is excellent that the ReFIS system can be adapted and configured to the client's needs.”
The advantages of ReFIS apply universally – choose your role and see the ones that matter to you.
Online approval of purchase requests, purchase orders, invoices and other documents significantly speeds up your approval process. You can approve documents from anywhere in the world. The workflow (the order in which documents circulate between employees) is configurable and can involve several people. The colleague responsible for the vehicle fleet sees only documents relating to the fleet and is best placed to judge whether the amount invoiced is justified.
For our customers, the period from receiving an order to invoicing has shortened by an average of 9 days.
Approving purchase orders and purchase requests prevents unnecessary purchases. Approving incoming invoices, in turn, reduces the likelihood of paying an invoice that was not justified – for example, the work was delivered to a different extent, the goods were of a different quality and so on. Reduce your company's costs thanks to an overview of every cost the company incurs.
In companies with mandatory approval, costs fell by an average of 7.1%.
The problems we heard most often from the companies that came to us and became our customers were payments to the wrong account or with the wrong payment reference, lost documents, or an unplanned order that nobody knew about until the invoice arrived.
AI document reading minimizes the human factor and eliminates errors caused by retyping. Accurate and reliable data from ReFIS can be exported to your other company systems.
Administrative tasks slow your company down. They do not only take up the time of administrative staff – worse still, they also eat into managers' productive time. ReFIS therefore saves time twice over: managers devote themselves to activities directly related to their work, and the back office gets rid of unnecessary busywork.
After implementing ReFIS, a manager saves an average of 3 hours per week.
ReFIS extracts all the important data from invoices automatically and frees you from errors in manual entry. Accountants can therefore focus on accounting instead of tediously retyping documents.
You save up to 80% of the time when processing incoming invoices.
Complete control over every document, clearly laid out – at any moment you know where a document is and whose approval it is waiting for. You see the status of costs, projects and budgets immediately after a document is approved, without waiting for the monthly close. Managers therefore decide on the basis of current data, not estimates.
An electronic repository of all documents available 24 hours a day from anywhere – from a computer and from a phone. A document is stored exactly where it belongs and you call it up in a few clicks. No more searching through binders, shared drives and mailboxes.
Mandatory eInvoicing, the PEPPOL network and document archiving in line with the law. ReFIS is an accredited eInvoice service provider – you meet your legal obligations automatically, without studying the legislation yourself and without the risk of fines.
The most common reason digitization projects fail is not the technology, but the fact that employees do not embrace it. ReFIS adapts to your people and your processes – it does not force them to work differently, only more comfortably. We train them by role and stay with them until the company feels at home with automation.
Our clients confirm it: employees got used to it quickly.
Sensitive documents are not left lying around on desks or in mailboxes. Detailed access rights ensure that everyone sees only the documents that belong to them – by role, department or project. And when an audit comes, you give the auditors access in a few clicks.
No expensive IT project with an uncertain ending and hidden costs. ReFIS is a service with a monthly flat fee – we deploy it within a few weeks, adapt it to your processes, and new users simply connect. Once the first changes deliver value, we can smoothly carry on improving.
An exact overview of how much you spend and with whom – by supplier, cost center, project or period. With the data in hand you negotiate better prices and uncover purchases the company does not need.
Processes, history and documents are in the system, not in people's heads and binders. When a colleague leaves, nothing is lost – their deputy sees their agenda and a new person simply connects. The company is not dependent on individuals.
Fire, water or a stolen laptop can destroy a paper archive beyond recovery. An electronic archive in the cloud with backups keeps working – your documents are safe and the company carries on without interruption.
Approval rules and limits ensure that no document slips through “quietly” – whatever needs approving is approved by the person authorized to do so. The audit trail shows at any time who viewed, edited and approved a document.
The approver does not have to be in the office – they approve documents from home, from a business trip and even while on vacation, from a computer or from the mobile app. Home office and hybrid work without paper and without waiting.
Accounting software in companies changes over time – ReFIS stays. Document circulation, approval and the archive keep working regardless of which business system you happen to be using. Your investment in digitization therefore survives every change of accounting system.
You handle many times more documents without new people in administration. Our clients process tens of thousands of invoices a month – and they grow without a growing back office. What two people could not keep up with before, one person now manages.
Less tedious retyping, chasing signatures and leafing through binders. We do not force people to work differently – only more comfortably. You also save paper, printing and the delivery of documents between locations.
We will show you ReFIS working on real commerce and services processes – with no obligation.