Automation of non-production cost visualization in a project company

Struggling with controlling operational costs in your company? Manual invoice counting, lack of clear summaries, and delayed reactions to worsening financial situations are reality for many small businesses. See how we helped our client streamline the process of managing additional costs beyond salaries.

About the client

Our client runs a mid-sized design company. The client's major problem was manually counting operational costs based on invoices. Each month required time-consuming work in Excel from the finance department. They started using popular OCR software for invoice scanning, but lacked a tool that would allow them to clearly aggregate and visualize data.

Additional challenges:

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Popular invoicing systems proved too expensive

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Client sought an open-source approach

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Needed integration with tools already used by the company

Our solution

We designed and implemented an automation that connects data from the implemented OCR with a BI environment, enabling:

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Real-time operational cost visualization

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Invoice data aggregation without manual counting

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Synchronization with other systems (e.g., time reporting tools)

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Extending Paperless capabilities through open-source nature and AI integration

The entire solution was embedded in a flexible BI system, providing full control over the client's financial data.

Features

OCR and BI environment integration

Seamless connection of document scanning with analytical tools

Real-time data visualization

Current monitoring of operational costs without delays

Synchronization with time reporting tools

Integration with existing project management systems

Solution extensibility and openness

Open-source approach enabling further development and customizations

What the client achieved

Reduced finance department work time by 89%

Greater transparency and control over non-project costs

Ability to quickly react to financial situation changes

Foundation for further automation and AI-powered development

Planned development

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Integration with project management system

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AI implementation for cost classification and forecasting

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Automatic financial KPI reporting

Could this solution be right for you?

If you want to gain greater control over costs, streamline your team's work, and grow your company based on data – let's talk! 📩 Contact us and see what we can implement in your company.

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