Docrobot has automated the coordination of accounts and payments on the basis of its own service "Kazna"

2022: Automation of invoice coordination and payments based on the "Treasury" service

Docrobot on July 29, 2022 announced the implementation of a project to automate the process of coordinating accounts and payments based on its own solution.

Docrobot has automated the coordination of accounts and payments on the basis of its own service "Kazna"

According to the company, the scenario for working with accounts in the company looked confusing. Employees handed over accounts in two ways: they put them on the table to the chief accountant or sent them by. e-mail Sometimes the bills financial were passed on to another member of the department, and this further complicated the movement of documents.

In the case of the letter, it was clear who the responsible employee was and with whom to agree on payment, but the movement of documents still remained opaque. Accounts with small amounts were allowed to be paid immediately, large payments required the approval of the CFO. Files were lost in the mail, and it was difficult to track the approval stage.

Working with documents became even more confusing if they got to the chief accountant in paper format. The account could be lost in a pile of documents, and the responsible person could not indicate the timing of payment. The movement of finance was delayed: it took time to determine who and on what basis to pay. Additionally, I had to monitor the approval and find out whether the head of the department approved the payment. As a result, the contractors did not receive money in a timely manner, and business processes were paused. The delay in payments threatens business with fines: it did not come to them, but the risks had to be taken into account.

Payment of the invoice is only one of the stages of interaction with the counterparty. Before him, you need to conclude an agreement, and then get closing documents. And at each step, difficulties could arise.

The contract is signed by the CEO, but as with the bills, the process was opaque. The documents first fell to the employee who is responsible for interacting with the contractor, and then - agreed with the head of the department and the lawyer. Then they went to the table to the general director, and then to the chief accountant.

At each stage, the contract could be lost, due to the lack of clear deadlines, the deadlines were delayed, and it was almost impossible to figure out at what stage the delay occurred. Often confusion led to tension between departments. It also happened that the account is already with the chief accountant, and the contract has not yet been signed by the general director.

The document flow is completed by signing closing documents, but not all partners send them in a timely manner. When it came time to calculate expenses in order to reduce VAT and reduce income tax, it was necessary to request closing documents from those responsible. Often they were not at hand, then the request was sent to counterparties. If until the end of the reporting period it was not possible to reflect expenses, the company was threatened with an overpayment of income tax.

Some difficulties arose during office tax audits. Usually, the deadline for submitting documents is two weeks. If acts and contracts need to be requested from partners, there is a great risk of not being in time.

The more counterparties became, the more confusing the scenarios for coordinating accounts and payments looked. Therefore, IT companies decided to develop their own solution that will make the process more transparent. They relied on their needs, but the development turned out to be universal, suitable for companies from any industry.