Accounting is often the last to go digital. Yet this is where the most time can be saved. Manually rewriting invoices, paper approvals and endlessly searching for documents is still a reality in many companies. However, there is an easier way to automate this routine. In this article, we will show how digitalization of accounting works in practice and why companies like JABLOTRON ALARMS are no longer dealing with paper.
Paper invoices, manual copying, approval via email... Still a common reality in many companies. While digitalization is being fully addressed in logistics and trade, accounting often remains on the sidelines.
It's not a reluctance to change. It's usually due to a simple lack of time, fears of losing control, or bad experiences with past tools. The result is that even in companies that digitize production or warehouses, accountants still rewrite invoices into ERP and approve them manually. And that's a shame. Because accounting has enormous potential to simplify and speed up work.
Digital accounting is not just about convenience. It's about faster cash flow overview, more accurate predictions, and elimination of audit risks. These are benefits that every CFO and business owner will appreciate in times of pressure for efficiency.
How much time does the accounting department actually waste?
The average Czech company processes approximately 300–500 received invoices per month. Larger companies process thousands. Manual transcription of one invoice takes 5–10 minutes. Approval via email and telephone urgency add dozens of minutes.
In reality, the accountant will spend:
- 2 hours a day just rewriting invoices ,
- an additional 2–3 hours per week with their approval ,
- and a lot of time searching for documents for inspection or audit .
What does digitalization of accounting look like in practice?
Digitalization is not just about “getting rid of paper”. It should be understood as a change in the way of working. An invoice arrives, the system automatically reads it, extracts the data and assigns it to the responsible person according to the rules. Approval takes place online, within a predefined workflow. The accountant no longer writes anything down, sends anything, searches for anything. He focuses on accounting, unusual cases and cost analyses.
- Before: Invoice → email → print → copy → forward → approval → archiving
- After: Invoice → automatic import → automatic assignment → online approval → archiving
JABLOTRON: Weekly approval has been shortened to a few hours
A typical example? JABLOTRON ALARMS . Previously, it took up to a week to approve a single complex invoice. The document would go through 5-7 people, going through circles between purchasing, production, finance and management. Everyone waited their turn. Today, the same process takes hours, not days . Accountants spend 60% less time rewriting and approving invoices.
" The time savings are most visible with invoices from carriers such as Czech Post or GLS. These invoices tend to be very detailed and different items are approved by different departments. In iNVOiCE FLOW, we simply break down the invoices and send them to the approvers ," describes Špringl, CIO of JABLOTRON ALARMS.
This gives the company an immediate overview of where the invoice is, who is in charge of it, and what its status is. You can read the full case study here .
For whom is the digitalization of accounting essential?
Companies that process dozens, hundreds, or even thousands of invoices every month know well how confusing invoices can be. It doesn't matter if it's a manufacturing company, an accounting agency, a hotel, or a car repair shop. Any company that works with a large volume of documents and needs to be clear about who approved what when will appreciate the overview and speed that invoice automation brings. Especially where costs are tied to specific orders, branches, or customers, a system like iNVOiCE FLOW will help eliminate unnecessary chaos. Everything happens according to set rules, without improvisations or "agreements between departments."
How to get started simply and practically
Don't wait. Start where it will have the biggest impact: with invoices received. The first results will surprise you. Want to try out what it would look like for you?
At GRiT, we will show you specifically what digitalized accounting can look like in practice.
Are you dealing with invoice approval?
30 minutes, no obligation. We will show you how iNVOiCE FLOW fits into your ERP.
