Challenge
BIPA Croatia faced challenges in the accounts payable process due to their reliance on manual, paper-based workflows for invoice validation, supplier invoice approvals, and accounting. The process involved multiple layers of verification, physical document handling, and frequent back-and-forth communication between departments. This approach was time-consuming and prone to errors, especially in an environment that demanded speed and accuracy in day-to-day operations.
BIPA needed a solution to streamline their workflows, automate their approval processes, and seamlessly integrate with their accounting system to improve overall efficiency and accuracy.
Solution: Implementing Flowis
To overcome these challenges, BIPA Croatia adopted Flowis, a business process automation software aimed at digitizing and streamlining their workflows. The implementation centered on eliminating manual tasks and paper-based processes, bringing automation to key areas:
Automated Invoice Validation
Flowis automatically checks and validates supplier invoices against purchase orders. This reduced manual intervention and ensured that only accurate invoices proceeded to the approval stage. Validation rules were customized based on BIPA’s requirements, ensuring compliance with internal policies, and reducing the risk of errors.
Streamlined Approval Workflow
Once invoices were validated, Flowis routed them through a pre-configured digital approval workflow. Approvals were no longer delayed by paper handling or physical signatures. The system enabled electronic approvals from anywhere, with notifications and reminders sent to managers to ensure prompt action. This reduced approval times and ensured timely payments.
The Results and its Benefits
The implementation of Flowis transformed BIPA Croatia’s accounts payable process, delivering a range of tangible benefits:
Faster Invoice Processing
Automating invoice validation and approval reduced the time needed to process invoices. What once took days could now be completed within hours, resulting in faster payments to suppliers and strengthened relationships.
Cost Savings
Automation reduced manual labour, eliminated paper handling, and minimized the risk of late payment penalties, generating significant cost savings. By improving the efficiency of the AP process, BIPA could allocate resources more effectively to higher-value tasks.
Enhanced Transparency and Tracking
With Flowis, BIPA gained full visibility into the status of every invoice in the system. Approvers could see where an invoice was in the process, and accounting had real-time access to approved and pending invoices. This improved reporting and allowed for better cash flow management.
Increased Accuracy and Fewer Errors
Flowis’ automated validation reduced human error by ensuring that invoice data matched purchase orders before reaching the approval stage. This reduced the number of disputed invoices and rework needed due to discrepancies.
Scalability for Future Growth
Flowis offered a scalable solution that could grow alongside BIPA as their business expanded. Additional workflows or functionalities could be easily added without disrupting the existing automated processes.
