Client Pixel Federation digitized and automated its accounting processes with ReFIS

PIXEL FEDERATION digitized and automated its accounting processes with ReFIS

PIXEL FEDERATION case study

Results:

  • Automatic posting made the accounting department's work easier and faster – accountants are relieved not only of retyping documents manually, but also of the process of posting them afterwards.
  • ReFIS processes the documents and, with its help, they are automatically assigned – according to their type and the client's needs – to the relevant posting templates or cost centers, projects and so on.

The client's brief:

  • Speed up and simplify the processes related to recording and processing documents for accounting
  • Automate the posting of documents, i.e. assign them to the relevant posting templates and to the cost accounts used in management accounting.

“Deploying selected features of the ReFIS software, above all for our accounting department, proved to be an effective solution for us.”

Danica Bernátová – Tax & Finance & Legal Director

The proposed solution:

Within ReFIS, PIXEL FEDERATION uses the OCR function (automatic reading of the text of an invoice), and the accounting department of this successful Slovak company also works more efficiently thanks to the automatic posting service. Their combination allows for simpler, faster and clearer document processing. Accountants no longer have to retype documents by hand. Nor do they lose time posting recurring monthly invoices – for example for rent – in the same way over and over. They are freed from the task of looking up or selecting the right account from the chart of accounts for a given cost. ReFIS does that for them automatically, and the accountant's job is to check the process and correct it if needed. As part of its management accounting, PIXEL FEDERATION tracks costs per game, which ReFIS can recognize automatically based on the text of the invoice.

Implementation:

ReFIS was rolled out at PIXEL FEDERATION in January 2022. They have been using automatic posting, OCR and the clearly organized document archive for over a year. At PIXEL FEDERATION, rolling the solution out to a selected group of employees whose work ReFIS genuinely makes easier proved to be the right approach.

“Automatic posting in ReFIS makes my work easier. Based on the chosen criteria, ReFIS is able to assign the relevant account from the chart of accounts, for example according to the supplier's name. With assets, I personally no longer have to keep track of financial limits per item, since the software can identify the correct account based on the amount. ReFIS can also identify the correct account based on selected keywords – for instance it files paper towels under consumables and so on. All that is left is to check the result so that nothing gets mixed up. In the end, I can say that the automatic posting function in ReFIS speeds up my work.”

Katarína Černáková – accountant at PIXEL FEDERATION

Results:

Retyping invoices by hand is a thing of the past at PIXEL FEDERATION. All documents are digitized and available in a clear form in one place. The accountants' work has become simpler and, thanks to automatic posting of documents, they can handle it faster and more efficiently than before. Compared with the previous situation, the accountants at PIXEL FEDERATION probably appreciated the change and simplification of processes the most:

“We also use ReFIS to import documents into accounting, which I consider a time saver and, in today's age of automation, an essential part of the accounting agenda. In ReFIS we are also able to create and export accounting reports exactly the way we want them. We have also gained a better overview: today we make payments very easily as well. We can also monitor account balances. We know exactly what we paid and when. We have up-to-date information about liabilities, receivables, card payments, etc. There is no need to log in to internet banking to get the information we need. At any time we can return to various documents with a single click and find what we need.”

Katarína Černáková – accountant at PIXEL FEDERATION

Client:

PIXEL FEDERATION, s.r.o. develops games. It is based in Bratislava and the studio was founded in 2007. Its most successful title to date is the train game TrainStation, which has so far been played by over 30 million players around the world.

ReFIS implementation:

January 2022

ReFIS function:

Automatic posting

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