Anyone who has ever approved invoices in a large company knows how easily an administrative detail can become a stumbling block to the entire operation. The invoice is sitting on the desk of a colleague who is on vacation. Or it gets lost in an email inbox among dozens of other messages. The supplier is waiting. The accounting department is waiting. Everyone is waiting unnecessarily — and the company is reducing its efficiency and profitability.
JABLOTRON , the Czech technology leader in security systems, was well aware of this problem. It processes over a thousand invoices per month , which in paper and email mode meant dozens of hours of extra work – and a lot of room for error.
Today, things are different. Thanks to the digitalization and automation of the entire invoice approval process, JABLOTRON can respond quickly, transparently and without unnecessary delays.
When a company grows, processes must grow too
JABLOTRON is one of the companies that constantly innovates – not only in technology, but also in management. The company's growth has also brought with it an increase in the number of documents and approvals.
And approving invoices began to be a bottleneck for the company. Around a thousand invoices arrived per month, and up to 4 people can approve one document at JABLOTRON – their number is related, for example, to the type of document or the total amount. When an invoice exceeds a certain amount, it has to be approved by several people, sometimes including the director. So it soon became difficult to keep track of where individual invoices were, who was supposed to approve them, and whether they had already been invoiced.
Most growing companies sooner or later struggle with paper or email invoice circulation. The process becomes fragmented, people spend time searching for information, communication slows down, and duplication or oversights occur.
Digitalization as a strategic advantage
In 2018, JABLOTRON decided to digitize the process and, thanks to close cooperation with GRiT, now manages invoice approval fully electronically . Each document has a clearly defined life cycle – from receipt, through data recognition and control, to approval and posting – and multi-stage approval is now completely seamless.
The process is significantly accelerated by automatically routing invoices by cargo type or center. The system also monitors deadlines, records approval history, and provides managers with an instant overview of the status of all documents.
The company also uses the Accounting module, which prepares data extracted from invoices for posting to the ERP system , and also the ordering module , in which orders are created, approved, and then sent to suppliers.
What was previously a lengthy and opaque process has become an efficient and controlled mechanism that supports the speed and quality of decision-making.
What did it bring in practice?
- Transparency: All approvers can see where the invoice is and what is happening with it.
- Speed: Invoices don't get lost or stuck in emails.
- Time savings: The administrative burden of the accounting team decreased by dozens of hours per month.
- Control and audit: Every approval step is traceable and the system monitors compliance with internal rules.
Digitalization has not only brought JABLOTRON time savings, but above all greater control, transparency and certainty . All this in an area that has a direct impact on cash flow and relations with suppliers.
When invoice approval starts helping the company, not hurting it
JABLOTRON's experience confirms that the digitalization of accounting and approval processes is not just about automation - it is about a strategic change in company management .
While invoice approval used to be a drag, today it supports decision-making and growth. What's more, managers and executives have up-to-date data at their disposal that helps them run the business more effectively .
What about your company?
If you also feel that manual invoice approval is holding back the running of your company, it may be time to take a step towards digitalization.
At GRiT, we help companies of all sizes convert routine agendas into digital form - clearly, securely, and with measurable results.
Find out what the approval process might look like for you. Contact us .
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