The dynamic organization growth entails all sorts of challenges – from imbalanced culture (increasing number of employees), through inefficient business operation systems to overgrown organizational structure.

The truth is that an organization can grow as fast as its weakest link. At the early stage of the company’s life, it is super challenging to predict where business problems can occur. As we know, no two companies in the world are the same – thousands of processes and specific conditions affect the organization’s situation. Because of this, the usage of problem-solution software often requires remodeling of the company’s operations or structure to its particular conditioning.

Problem

The rapidly growing number of clients in the accounting company followed significant scaling challenges in operational processes. The reason is that the cost of service per single client was significantly higher compared to online accounting services. Conducted in-depth process analysis revealed that the primary source of problems were an inefficient external communication system and highly time-consuming document processing procedures.

Solution

Custom software development allowed to create business management software that precisely addressed each of the identified bottlenecks.

• Integrated solution for quick scanning of high volume of documents, paired with OCR and automatic document classification and semi-automatic verification.
• Back office application streamlining the process of document handling. Document workflow integrated with main accounting software, allowing to integrate both documents at the accounting office and uploaded by the customers.
• Desktop application resembling dropbox – allowing upload of all accounting documents by customers, often eliminating the need to send physical documents.
• Web application allowing customers to create invoices and have a live preview of their financial data and events or payments (including taxes) due in the given period of time.

Results

Applying the created business management software solution resulted in a significant increase in overall company efficiency. The automated system of scanning and processing documentation decreased time needed to proceed invoice. From now on, the accountant was approving automatically processed documents, instead of manual implementation to the system. Automation and increased workflow decreased manual labor, which in turn reduced costs. The overall performance resulted in:

• 9x lower cost of processing a single document / invoice
• 300% increase in number of customers that can be handled by the same team of accountants
• Introduction of non-accounting roles responsible for scanning and document handling