Streamlining Accounting Operations for a Multi-Entity Business
The Problem
Our client – a company managing several subsidiaries – was struggling with invoice chaos. The process looked like this:
- Invoices arrived via email or paper
- Someone manually typed data into spreadsheets
- Accountants reviewed documents scattered across folders
- Data was re-entered into Asseco Softlab for bookkeeping
The result? Hours of repetitive work, frequent errors, zero visibility into document status, and constant “where’s my invoice?” questions.
What We Built
A centralized invoice management platform that automates the entire process – from document upload to ERP export.
AI-Powered Data Extraction
Users upload an invoice (PDF, scan, or photo) and the system automatically reads it. Invoice number, dates, amounts, VAT, contractor details – all extracted and pre-filled. No more manual typing.
Structured Approval Workflow
Every invoice follows a clear path:
- Employee submits the document
- Accountant reviews and approves (or requests clarification)
- Approved invoices move to export queue
Real-time status tracking means everyone knows exactly where each document stands.
Asseco Softlab Export
The core feature. With one click, accountants generate export files fully compatible with Asseco’s import structure. The system maps all required fields – document headers, payment terms, tax data – so the file imports cleanly without manual adjustments.
Multi-Company Management
One dashboard for all subsidiaries. Filter by company, by submitting employee, by status. Accountants get a clear overview of pending work across the organization.
Contractor Registry
Centralized database of vendors with tax IDs and Asseco system mappings. The system validates data before export, catching issues early.
Complete Audit Trail
Every action is logged – who submitted, who approved, when, with what comments. Full transparency for internal controls and compliance.
Results
| Before | After |
|---|---|
| 5-10 min per invoice data entry | Under 2 minutes |
| Hours spent preparing Asseco exports | Minutes |
| Frequent data entry errors | Near zero |
| “Where’s my invoice?” emails | Self-service status checks |
Technology
We built this using a modern web stack: Next.js, React, TypeScript, and PostgreSQL. Document scanning is powered by OpenAI’s vision capabilities. The entire system runs in the cloud with role-based access control and secure authentication.
Our Expertise
This project showcases what we do best:
- ERP integrations – we speak Asseco Softlab’s language (and others)
- AI-powered document processing – turning unstructured files into structured data
- Custom workflow systems – tailored to how your team actually works
- Secure, scalable architecture – built for growth
Looking to connect your document workflows with Asseco Softlab or another accounting system? Get in touch.