Software for processing 10,000 invoices a year?

Results:

• Fewer documents lost between branches
• A faster approval process.
• Less time spent on logistics – moving invoices between branches
• Greater accounting accuracy when importing invoices
• The newly gained ability to produce more detailed analyses

The client's brief:

• Enable an electronic document workflow within the company.
• Gain greater clarity, order and control over the documents flowing into the company.
• Immediate, clear accountability for invoice approval.

The proposed solution:

HÍLEK a spol., a.s. processes roughly 10,000 invoices a year. ReFIS is able to collect, process and clearly archive documents. The obvious choice was therefore electronic processing, but also approval of documents within ReFIS, which we tailored to the client's individual needs. We configured ReFIS so that it can automatically read above-standard data from documents as well: information about the make and model of the car and even the specific VIN of the car – which allows HÍLEK to track documents and costs for a specific car or model precisely.

Implementation:

ReFIS was rolled out at HÍLEK a spol., a.s. in January 2021. During the COVID-19 pandemic it became almost a necessity to optimize and digitize the handling of documents in the company and to make their workflow paperless, faster and clearer. The transformation succeeded quickly and painlessly, and they will soon be using ReFIS for the third year.

Results:

They came in the form of faster work with documents, which are processed digitally without manual retyping and are clearly sorted in an electronic archive where nothing gets lost. All incoming invoices at HÍLEK a spol., a.s. arrive through the ReFIS system, where they go through approval according to the defined rules; once approved, they are imported into the accounting software together with the account and cost center.