An end to lost invoices in a strictly regulated industry

Results:

• 100 % visibility into the invoice cycle has brought an instant view of the processing status of documents and an end to invoices being held up on desks, in drawers or in email inboxes.
• Clearly assigned responsibility comes from precisely defined approval flows that eliminate the question of whom an invoice concerns and automatically route each document to the right approver.
• Quick and easy document retrieval means that all invoices, attachments and approval records are instantly available in a few clicks in a central interface.
• Mobility in the approval process ensures that managers confirm invoices without delay, anytime and from anywhere, even outside the office.
• Simplified financial administration means a faster process overall, from the receipt of a document to its final posting and payment.

The client's brief:

• Eliminate the manual and confusing invoice workflow, which risked delays, documents getting buried or losing track of the approvers.
• Replace inefficient back-and-forth by email with a clear digital approval process with fixed responsibility.
• Give managers a flexible tool for approving documents even while travelling or working remotely.
• Ensure that the history of every document is instantly available for financial control and internal audit.

The proposed solution:

ReFIS created a clear, fully automated workspace for Stada Pharma Slovakia to manage and approve supplier documents. The system replaced the manual passing on of documents and email reminders with a clearly structured workflow. Each incoming invoice is automatically routed to the responsible person according to the defined competencies and delegation rules, which prevents any hold-ups. Users have both a web and a mobile interface, so they can approve documents promptly from any device. At the same time, the system serves as a clear digital archive with a complete history of approval actions for each document.

Implementation:

The system was implemented without unnecessary disruption to the company's day-to-day operations. Users appreciated the straightforward interface, which they mastered without the need for complex training. ReFIS has become a natural and reliable tool for everyday financial operations, and Stada Pharma Slovakia now has a ready foundation for further phases of automation and for the legal requirements of eInvoicing.