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Faster approval and less work with received invoices in Netbox

Faster approval and less work with received invoices in Netbox

Current state and problem

Previously, Netbox processed incoming invoices manually. The invoicer received and checked the document, had it approved by management, and then transferred it to the ERP system. This work took up about two-thirds of his working time, or more than 100 hours per month.

They also needed to simplify the invoice approval process. In a joint-stock company, some invoices must be seen by members of the board of directors, so the approval cycle can be very long. At Netbox, invoices were approved in the ERP system, which, however, only a limited number of users can work in at a time.

Proposed solution

In this case, the selection of a system for automating document processing and approval did not require a tender process – when the offer from GRiT came, Netbox did not hesitate for long. "GRiT presented its solution to us and we were interested. That is why we did not even consider other suppliers," says Martin Ryšavý, CFO of Netbox.

And the very first steps of cooperation confirmed the good impression. "GRiT analyzed the approval processes and set up iNVOiCE FLOW to meet our needs. Understandably, sometimes there were complications; as a company working with sensitive data, we have above-standard requirements from the GDPR perspective, we had a complex connection to ERP, and sometimes invoices ended up where they shouldn't have been during the approval process. But over time, things settled down," describes Šárka Pavelková, chief accountant, as she describes the beginnings with the system.

Accountants at Netbox were also pleased with how quickly the artificial intelligence system learns on its own and increases its success rate in extracting invoices over time.

Resulting changes

  • The iNVOiCE FLOW system saved 50 hours of work per month.
  • The invoicer lost two-thirds of his work.
  • Netbox has completely abolished paper invoices.

    • “I also have positive feedback from those who approve invoices. Approvers receive notifications, attachments can be attached to invoices, and invoices can be viewed on their mobile phones – the whole process is now much more user-friendly. Plus, we don't have to remind anyone,“

    Šárka Pavelková, hlavní účetní

    Poskytovatelé služeb

    How we helped

  • 50 hours less work with invoices
  • They also needed to simplify the invoice approval process. In a joint-stock company, some invoices must be seen by members of the board of directors, so the approval cycle can be very long. At Netbox, invoices were approved in the ERP system, which, however, only a limited number of users can work in at a time.

    • PDF for download

    We have described our collaboration in detail in a PDF that you can download immediately

    “I also have positive feedback from those who approve invoices. Approvers receive notifications, attachments can be attached to invoices, and invoices can be viewed on their mobile phones – the whole process is now much more user-friendly. Plus, we don't have to remind anyone,“

    Šárka Pavelková, hlavní účetní

    Poskytovatelé služeb

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