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Category: Inspire yourself

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INSET s.r.o. reduced the volume of cash transactions by 70%

Cash minimisation

Úvod › Inspire yourself

INSET s.r.o. reduced the volume of cash transactions by 70%

Check out this customer story from INSET, a company that has managed to significantly reduce cash transactions.

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About the company

INSET s.r.o. has been a reliable company since 1991.
and operational partner of investors, project organisations
and building contractors.

Headquarters

Luxembourg 1170/7
130 00 Prague 3

Company size

174 employees

Industries

  • Preparation, monitoring and diagnostics of buildings
  • Geology, geophysics, geotechnics

The main difficulties

  • Lengthy and complicated agenda around cash expenses
  • Paperwork

Solution

  • Prepaid cards for employees
  • Electronic transmission of billing documents
  • Digital archiving of receipts

Main benefits

  • Digitisation and process automation
  • Elimination of paperwork
  • Simplify the distribution of documents from employees
  • Interfacing with payroll and accounting system

Employees work on orders all over the Czech Republic

Since INSET Ltd. employees work on jobs all over the country, they often need to purchase materials exactly where the job is taking place. Therefore, the company was looking for the best way to handle the transfer of funds so that employees would not have to take long-term advances or prepayments before each trip.

In addition, employees had to make sure they had the cash they needed, the biggest burden was keeping receipts, getting the directors to sign receipts and then getting the paperwork to the accounts department.

INSET s.r.o. learned about Fidoo from a banker from Komerční banka, who knew that we were trying to automate the processes so that they would not take so much work.

"We dealt with the signing of receipts and with the whole agenda around there is quite a lot of running around and a lot of activities that are actually being dealt with in duplicate."

Jana Baxantová, Head of Finance, INSET s.r.o.

Fidoo cards for employees

Overall, INSET s.r.o. managed to reduce the volume of cash transactions by 70% with Fidoo cards. In one of the production divisions, cash transactions were kept to a minimum. Fidoo cards have also proved useful forbusiness trips abroad.

It also saves a lot of work that they can set limits for card users and the cards are automatically recharged. This prevents the employee from being left out of pocket.

The company also sees the fact that they can now conveniently shop online and purchase pay directly by card. Previously, they had to order COD or pay by bank transfer.

Automation of processes in the company

Thanks to Fidoo cards, the whole process around the transfer of funds in the company has been greatly simplified. It saves time for both card users and the accounting department.

According to Jana Baxantová, CFO of INSET s.r.o., it is generally advisable to pause over certain processes, look at them with a certain perspective, to analyze what activities they entail and whether there are any duplications that could be handled differently.

Fidoo from a user's perspective

Dominika Zajíčková, an assistant in one of the divisions, sums up the use of Fidoo cards as a great streamlining of work around expenses.

"The process is very simplified, I have it in a few clicks and then basically the data entered goes straight to the accounting department. I can just throw the receipt in the trash and I don't have to worry about it anymore."

Dominika Zajíčková, asistentka divize, INSET s.r.o.

Fields of activity INSET s.r.o.

  • Geotechnics and monitoring
  • Geological and geophysical survey
  • Hydrogeology
  • Pyrotechnic survey
  • Diagnostics and monitoring of building structures
  • Environmental diagnostics and monitoring
  • Geodetic work
  • Blasting service
  • Engineering activities

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Wienerberger has reduced the workload of its accounting department

Complete replacement of paper processes

Úvod › Inspire yourself

Wienerberger has reduced the workload of its accounting department

Take a look at a customer story from Wienerberger, which has made a significant difference to its accounts department.

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About the company

The Wienerberger Group is part of the multinational Wienerberger Ziegelindustrie AG, which is the world’s largest brick manufacturer and the leader in the production of baked roofing in Europe. The Group operates in more than 26 countries worldwide, including. in the UK, Austria, Germany, Czech Republic, Slovakia, Hungary, Poland, Belgium, France, Slovenia, Croatia, the Netherlands and Italy. In 1999, the company entered the US market with its brick products.

Headquarters

Plachého 388/28

370 01 České Budějovice

Company size

1500+ employees

Industries

Construction

The main difficulties

  • Processing and archiving of receipts and other papers
  • Cash transactions
  • Manual data transfer

Solution

  • Using Approval in the Application
  • Payment by Fidoo card
  • Connection to SAP

Main benefits

  • Cost savings
  • Fast billing
  • Automation as such

Many people, many papers

Wienerberger is one of the world’s largest manufacturers of masonry materials – mainly burnt bricks and tiles. As a large company, they have over 1500 employees and with that came a very demanding administration around processing employee expenses.

"I was bothered by the inflexibility, papers were constantly being sent somewhere, something was always being copied, something had to be stored somewhere. There are a lot of employees and therefore we have a lot of these materials and things. I think the whole paper agenda is ossified - and it doesn't belong in the 21st century. Centuries."

Jaroslav Hule, vedoucí účetního oddělení

Fidoo from cards to teller machines

“I joined the company at a time when we were already using the Fidoo system a bit, primarily to manage company expenses. Only managers had Fidoo cards as such,…” Mr. Hule confided. Over time, the company started to use all the features that Fidoo offers.

How does the company work today?

The vast majority of expenses and travel orders are now processed only electronically. Basically, no more paperwork needs to circulate through the company. As a result, expenditure has also fallen, e.g. to send the papers. Another advantage is the actual digitisation of the materials and the entire agenda.

"...if a colleague wants to have a home office, she doesn't need to have access to the papers she used to have to keep in her office. This way everything can be done comfortably from home."

Jaroslav Hule, vedoucí účetního oddělení

Accountants and trust to Fidoo

In the long term, Mr. Hule said, the feedback from staff and accounting colleagues has been overwhelmingly positive. Understandably, there were some “birth pangs” in implementing the overall system, as many people generally perceive change as something that is not quite ideal, but even this has been overcome fairly well.

"I certainly haven't encountered any negative reactions recently."

Jaroslav Hule, vedoucí účetního oddělení

What is the biggest benefit for Wienerberger?

“Primarily cost savings, I guess. Then, of course, the speed of processing and the overall automation as such is a big bonus,” says Mr Hule. Today, Wienerberger already has automatic data transfer between Fidoo and SAP, which allows, for example, a document that in some cases has several thousand lines to be conveniently transferred to the system in one operation and does not have to be entered manually as in the past.

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DEZA has streamlined the processing of its cessions

Digitisation of receipts and billing

Úvod › Inspire yourself

DEZA has streamlined the processing of its cessions

Take a look at this customer story from DEZA and find out how you can also deal with cessions.

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About the company

DEZA is a manufacturer of basic organic substances for further chemical use. With an annual processing capacity of 450,000 tonnes of coal tar and 160,000 tonnes of crude benzene, it is one of the world’s leading companies in the industry.

Headquarters

Masarykova 753

757 01 Valašské Meziříčí – Krásno nad Bečvou

Company size

1000-1200 employees

Industries

Chemical industry

The main difficulties

  • Approval of assignments
  • Expenditure on travel
  • Delayed delivery of receipts

Solution

  • Using Approval in the Application
  • Payment by Fidoo card
  • Digitalization of the bureaucracy around the cesspools

Main benefits

  • Fast approval
  • Fast billing
  • Quick submission of assignment slips

One road, many papers

DEZA is a processor of coal tar and crude benzene, two by-products of coking plants. The company employs over 1,000 workers, including those who travel for work many times and who have often been inconvenienced by paper red tape. From the paper application form to the final settlement of the business trip.

"Everything meant the circulation of many documents. There were also a lot of errors in the calculation of travel allowances, and the whole process was complicated and involved a lot of people."

Daniel Hruška, finanční ředitel

Honours and expenses

Nearly 200 employees travel for work each year, each working in a different part of the site. The mere transfer of such papers is a burden for the company. Mr Hruška himself admits that he does not like papers and the activities associated with them, such as archiving such documents. Often it happened that the receipt had to be filled in additionally and of course there were problems in assigning individual expenses to the given trips. The approval process itself was a struggle with time, because going on the road without an approved transfer certificate is a problem from a legal point of view. And the paper form is not flexible enough, because someone had to bring it in, get it approved, and a lot of time was wasted. Today, employees can conveniently apply for travel approval remotely.

Fidoo from cards to teller machines

“We started with Fidoo a long time ago when it still only provided credit cards, which were significantly cheaper for us than those from the bank.” Mr. Hruska confided. Over time, the company began to use the new features that Fidoo gradually released.

How does the company work today?

Today, it is very easy for employees to request approval for a business trip from home, and it is just as convenient for supervisors to approve the trip. With just a mobile phone and in seconds. At the same time, it is a big plus that when any expense is incurred on the road, it is immediately displayed in the app and does not need to be documented in the receipt. This way, the honours are created much faster and there are not the months-long delays that DEZA had in the past. It is also a great help for accountants, who are relieved of the work of completing expenses and lengthy checks, making the processing much faster and more pleasant.

"... I have been trying to push this solution for a long time and I am glad that we have all the overview and data in one place."

Daniel Hruška, Finanční ředitel

Accountants and trust to Fidoo

Accountants like paper and have not been very positive about the move to digitising employee expenses. At the same time, they like to triple check everything, and it took quite a long time to develop trust in Fidoo that its system gives reliable numbers and can be trusted. After a while, however, they found considerable benefit in it.

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Plaček switches to digitalisation of the company’s financial management

Complete control over the company’s financial management

Úvod › Inspire yourself

Plaček switches to digitalisation of the company's financial management

Check out a customer story from Placek Pet Products, a company that has completely changed the way they manage employee expenses.

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About the company

Plaček operates Super Zoo stores in 4 European countries. In addition, it also has a wholesale business and operates e-commers. Their shop sells pet food and pet supplies.

Headquarters

Revoluční 1381/III

290 01 Poděbrady

Company size

2000 employees

Industries

Breeding supplies

The main difficulties

  • Distribution of receipts
  • Archiving of expenses
  • Lack of control

Solution

  • Use of payment cards
  • Using Approval in the Application
  • Electronic receipts

Main benefits

  • Streamlining the process
  • possibility of complete control
  • Archiving receipts in the app

A large company was looking for a solution for traders

Plaček is the company behind the Super Zoo stores, which sell pet food and pet supplies. They are spread all over the Czech Republic, Slovakia, Poland and Latvia and there are about 300 of them.

Their salesmen often travel all over the country and controlling their expenses and receipts was very difficult. Mainly because of the non-unified system.

"I was particularly annoyed by the unproductivity and inefficiency of the whole process. In addition, I was also specifically concerned about the relative lack of control because everything was in paper, it wasn't in a unified system. So the control was harder and harder to trace."

Karel Čermák, Group CFO

Control and archiving

According to Karel Čermák, CFO of the Plaček Group, the biggest problem was the handling of receipts. Their distribution from traders to accountants was complicated, but so was their archiving. So receipts had to be imported, scanned, photographed and printed. The accountants had to find a place to store them, and the system was not uniform and the control could not be of sufficient quality. All of this has led to great inefficiency in the process.

The arrival of Fidoo to the company

As Karel Čermák told us, Fidoo was introduced to the company by his predecessor. In the beginning, the main focus was on the use of payment cards and digital distribution of receipts to the accounting office. All of this led to a more efficient workflow, and so, of course, the complete digitisation of the receipt archive was advanced.

How does the company work today?

Today, Fidoo is used to the maximum in Plaček. The cards also included a solution for corporate assignments, with which there was also a big problem. Employees had to fill out paper forms, calculate their per diems, enter everything into spreadsheets and have it checked. Today, they fill out a receipt in Fidoo and the app calculates everything for them. In addition, the approval is done electronically in the workflow and thus there are no unnecessary time delays. So everything is digitized.

"It's hours of time on both the user side and the back-office side."

Karel Čermák, Group CFO

Future and cooperation with Fidoo

“Just as the Fidoo system is evolving, we are evolving with them and we are slowly coming to digitalize the company’s financial management,” says Karel Čermák. According to him, he would also like to see options in the form of prepaid cards, business intelligence analysis or a logbook. Given the company’s European reach, he would also like to expand Fidoo to other countries.

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Meopta has found a solution for its cessationists

Abolition of cash and streamlining of cash on delivery

Úvod › Inspire yourself

Meopta has found a solution for its cessationists

Take a look at a customer story from Meopta Optics and find out how travel orders can be solved.

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About the company

The multinational company Meopta – Optika, s.r.o., whose history dates back to 1933, is engaged in the development and production of optical equipment for industry, health, sports and even the army. Their businesses are located both in the Czech Republic and in Florida, USA.

Headquarters

Kabelíkova 1
750 02 Přerov

Company size

1800 employees

Industries

Technology

The main difficulties

  • A large number of cesspools
  • Cash on the go
  • Opacity in company expenses

Solution

  • Digitisation of the cessationists
  • Electronic transmission of billing documents
  • Buying Fidoo cards

Main benefits

  • Digitisation and process automation
  • Speeding up the writing of assignment notes
  • Simplifying the distribution of funds via Fidoo cards

Streamlining of cash receipts, elimination of cash and more clarity in the company

Meopta – optika, s.r.o. is a multinational company from Přerov, which is at the forefront in the development, production and assembly of optical products in the semiconductor industry, healthcare and sports. Due to their complex activities, their work also includes a lot of travel. This brings difficulties with the writing of assignment slips and with their processing.

Due to the fact that not only the sales or marketing team, but also buyers, developers and engineers travel within the company. Meopta also has its own dispatching centre and car transport. This generates a lot of paperwork and cash disbursements for travel.

"From my position, I was most annoyed by the large number of paper forms roaming around the company, and the large number of cash transactions that are associated with small business expenses."

Tomáš Vagner, Ředitel pro účetnictví, daně a treasury

The reverends roamed the company

According to Tomáš Vagner, Director of Accounting , Meopta – Optic was most concerned about the creation, approval and overall handling of travel reports, which wandered around the company and did not get to their places on time. This generated a large number of cash transactions and slowed down the accountants in their work.

Reunion with Fidoo

Unfortunately, the first meeting with the Fidoo sales people was unsuccessful as we did not offer the company a solution to their problem. After a couple of years, our companies were connected again and this time it worked out much better. Tomáš Vágner was very happy for the new comprehensive solution to their problem, which consisted in the creation and approval of receipts, and the overall digitalization, with Fidoo cards being a bonus that helped to gradually eliminate cash registers.

Current work with Fidoo

The company started to use Fidoo in January 2022 and in half a year has processed less than 300 receipts and almost 1,000 employee expenses. Unlike in previous years, everything is done automatically. The accountant does not have to calculate anything on the calculators and at the end of the month the transactions are imported in bulk into the company ERP system. In addition, all travel allowances are easily reimbursed in wages in this form.

Transparency and automation

Fidoo’s long-term contribution to the company is considerable. Users no longer have to visit an accountant and everything is handled digitally remotely. The company has a clear workflow and knows where their assignments are. In addition, it got rid of cash advances for financial travel, thus eliminating cash transactions altogether.

"No more papers, no more cash!"

Tomáš Vagner, Ředitel pro účetnictví, daně a treasury

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At Heidelberg Cement, cash is no longer an issue

Complete cash cancellation

Úvod › Inspire yourself

HeidelbergCement no longer handles cash

Take a look at a customer story from HeidelbergCement, a company that got rid of cash altogether.

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About the company

One of the largest companies importing building materials throughout Europe. Its exports include transport of concrete and associated cement and gravel. In the Czech Republic, it owns 3 companies under the domain name of Českomoravský beton, Českomoravský cement and Českomoravský štěrk.

Headquarters

Beroun 660
266 01 Beroun

Company size

500-1000 employees

Industries

Construction

The main difficulties

  • Lengthy paperwork
  • Delays with billing
  • Cash distribution

Solution

  • Prepaid cards for employees
  • Electronic transmission of billing documents
  • Digital receipts
  • Digital archiving of receipts

Main benefits

  • Digitisation and process automation
  • Elimination of cash registers
  • Simplify the distribution of documents from employees
  • Interfacing with payroll and accounting system

Abolishing cash registers and streamlining employee spending.

The HeidelbergCement Group is one of the largest exporters of building materials in the world, and with that comes a number of expenses that have held back their economy. Their exports include mainly transport concrete and associated cement, gravel and sand.

However, their plants are spread all over Europe and cash financing of individual sand and cement plants was difficult for the company. The Czech subsidiary HeidlbergCement ČR therefore decided to find a way to streamline employee spending in the field.

"It was complicated for my colleagues in the finance department because they had to manually record everything, enter it, pay out the cash, and this is an overall simplification of the whole process."

Marek Tláskal, ředitel úseku komunikace a udržitelnosti

Lengthy record keeping and cash disbursement

According to Marek Tláskal, spokesman for the Czech branch of HeidlbergCement ČR, the company was most plagued by manual record-keeping, entering all the requirements related to the payment and subsequent cash payments. The aim was to abolish manual cash registers and switch to a fully automated solution.

Solution found in Fidoo

Here Fidoo was able to help with employee cards that went to all the plants across the Czech Republic. Employees no longer have to ask for funds at the cash registers, but have their own cards that they can use to pay anytime and anywhere, streamlining work in all businesses.

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The Charity of the Czech Republic already handles receipts and billing completely digitally

Digitisation of receipts and billing

Úvod › Inspire yourself

The Charity of the Czech Republic already handles receipts and billing completely digitally

Take a look at a customer story from Charita ČR, who handled both the assignment and the billing.

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About the company

The oldest charitable organization with a national structure in the Czech Republic, we are also the largest non-governmental provider of social and health services. Our network consists of more than 320 Charities of various sizes.

Headquarters

Vladislavova 12
110 00 Prague 1

Company size

78 employees

Industries

Social services

The main difficulties

  • Lengthy and complicated agenda of the transferees
  • Delay in the billing documents
  • Outdated transfer forms
  • Paperwork

Solution

  • Prepaid cards for employees
  • Electronic transmission of billing documents
  • Digital receipts
  • Digital archiving of receipts

Main benefits

  • Digitisation and process automation
  • Elimination of paperwork
  • Simplify the distribution of documents from employees
  • Interfacing with payroll and accounting system

Employees help all over the Czech Republic and abroad

Since Charity CR employees provide services throughout the Czech Republic and abroad, they dealt with a number of travel expenses. There was a lot of administration and time involved. They were looking for an efficient tool to process business travel and billing.

According to Jitka Jandáková, head of the economic and administrative department, the worst was the inefficiency of work. The main reason was that it took a lot of time for employees who went on business trips to fill in the excel file for the trip, the application and the billing. Because they weren’t using up-to-date forms, they weren’t delivering receipts, they were delivering everything late. And this then bothered or complicated the work of Jitka’s colleagues in the economic department, who had to check everything, return it for completion and wait for it.

What bothered me there, in short, was the inefficiency of the work. When you're working with grants and projects, all the processes that hold up billing are complicated.

Jitka Jandáková, Vedoucí ekonomicko-správního oddělení v Charita ČR

Connection to the attendance system

The Charity of the Czech Republic introduced an attendance system and was looking for a system that would be compatible with it. They went through a selection process, looked at about three systems and decided on Fidoo.

They have been using it since 2O21, when they first started piloting it on a few employees. They introduced 1-2 team cards, tried it all and gradually added almost all users.

Process dynamics and connection to accounting software

According to Jitka, all the agenda related to business trips and their accounting is now dynamic and paperless. Employees have time to do their work instead of doing paperwork and filling out forms.

It was a big change, but since it was demanded from below, convincing employees to learn the new system was not that difficult. They themselves perceived that the existing system did not suit them.

The Charity of the Czech Republic, however, has taken the use of Fidoo one step further and instead of exporting data as part of the billing and then uploading it to their accounting system, Fidoo now works directly with the accounting software via API.

Fidoo to the whole network of charities

This positive experience has been transferred within the network between archdiocesan and diocesan charities. Fidoo assists employees not only in processing the application but also in archiving receipts.

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At Fresenius Kabi Horatev, they minimize cash and paper

Minimise cash and paper

Úvod › Inspire yourself

In Fresenius Kabi Horatev they operate without cash

Check out a customer story from Fresenius Kabi Horatev, a company that got rid of cash.

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About the company

A global healthcare company that specializes in the manufacture and distribution of pharmaceuticals and medical technology for infusion, transfusion and clinical nutrition. Our products and services are used to care for critically and chronically ill patients.

Headquarters

Horace 104
289 13 Horátev

Company size

500 employees

Industries

Healthcare

The main difficulties

  • Non-compliant payment cards issued by the bank
  • Corporate requirement to minimise cash
  • Complex agenda related to business trips

Solution

  • Prepaid cards for employees
  • Distributing money to cards in a few clicks
  • Digital receipts

Main benefits

  • Digitisation and process automation
  • Elimination of cash
  • Simplify the distribution of finances to employees
  • Overview of all expenditure

Measures from the corporation: minimising cash

At Fresenius Kabi Horátev, they dealt with a corporate measure that required limiting cash in the cash register. Specific purposethe stakes were clear: transfer all financial transactions to cashless transactions.

The team of the CEO Iva Macková started looking for a solution that would meet these requirements.

Resolving the corporate request was not entirely easy because we have a designated bank in the Czech Republic that we use for other financial services, but it does not issue cards. So we had to find a partner here to help us with the situation.

Iva Macková, Generální ředitelka ve Fresenius Kabi Horatev

Cashless payment and simplified services

The company has over 500 employees, of which 100 work in administration. Ivy’s team was looking for a solution for them, both for the aforementioned cashless payment and for the purpose of simplifying the agenda related to business trips, which were administratively and time-consuming.

The Fidoo application has been in use at Fresenius Kabi Horátev for more than 10 years, when it was still operating under the name Expensa. My colleague Ivy from the finance department did some research on the internet and came across the tool.

Automatic card reload and rule settings

Currently, almost all users have a card. Some cards are not permanently charged and the company sets maximum limits according to individual user requirements. They are mostly used by buyers. who have their cards permanently loaded.

As soon as they make a payment, everything appears directly in the app. Later on, they upload a specific receipt in PDF form. This way, the Ivy team can immediately see the status of each card and no one forgets anything.

In the case of business trips, it also saves a lot of paperwork, as requests for business trips are made directly in the app. Again, all expenses related to the business trip can be seen together, whether it be fuel, airfare, dinners, etc.

Elimination of paper documentation and error-free accounting processes.

The introduction of the Fidoo application has helped Kabi Horatev to save human resources in the financial accounting department. Employees appreciate the user-friendliness of the app and are happy to get rid of all the paper documentation.

Accounting in this mode can be easily subjected to financial audit. For Iva and her team, Fidoo is also a kind of control tool that guarantees error-free accounting processes.

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DOSI Transport has solved cash distribution to drivers on the road

Cash distribution on the move

Úvod › Inspire yourself

DOSI Transport has solved the distribution of drivers' cash on the road

Check out a customer story from DOSI Transport to see how they’re tackling money for drivers.

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About the company

Since 2007, the main specialization of the company has been the transport of full and partial loads from the Czech and Slovak Republics to Sweden and Norway. Then to Denmark from 2018, Finland from 2019 and Latvia, Lithuania and Estonia from 2020

Headquarters

Ostravská 506
735 81 Bohumín – Old Bohumín

Company size

60 employees

Industries

Logistics

The main difficulties

  • Non-compliant payment cards issued by the bank
  • Complicated issuing of money to drivers
  • Lack of control over staff expenditure

Solution

  • Prepaid cards for all drivers
  • Setting limits on cards
  • Distributing money to cards in a few clicks

Main benefits

  • Digitisation and process automation
  • Elimination of cash
  • Simplifying the distribution of finance

Complicated issue of finance to drivers on the road

Logistics company DOSI Transport s.r.o. addressed how to deal with personal finances of drivers on the road. They approached their bank to set up 20 credit cards based on the number of employees at the time. However, this was not without complications.

The bank had a lot of problems with this and it was necessary to create a lot of personal accounts or company accounts and 5 cards for each of them, which was an unnecessary complication from the company’s point of view. This agenda is in charge of the company’s HR manager Aleš Raško, whose capacity was significantly reduced by the whole process.

It bothered me that I had to go to the bank with each driver and create their personal identity. In the beginning with 10 employees it was fine, but then as we grew to some 60 employees at the moment, the process became logistically impossible for me.

Aleš Raška, Personální vedoucí v DOSI Transport s.r.o.

Not only the functionality of the solution, but also the integration of the system

As the solution through the bank was complicated for all parties, Mr Raška decided to look for other options. He searched through an internet search engine according to the requirements, not only on the basis of functionality in terms of distributing money to drivers, but also in terms of the possibility of integrating the system and its further use in the company.

So he came across Fidoo, approached the sales representative and they agreed on a course of action. Fidoo has been used historically for a long time, since the days when it was still operating under the name Expensa.

Automatic card reload and rule settings

Currently, the process is that when a new driver is hired at DOSI Transport, Mr. Raška creates a profile in Fidoo, orders a card and sets up an automatic top-up with a limit amount. In this case, it amounts to CZK 5,000, which is automatically topped up and made up if it falls below this amount; the monthly limit is then set at CZK 40,000.

These rules are anchored in an internal directive and are communicated to drivers in advance. If one of them needs more money, he asks the dispatcher, who then lets Mr. Rasek know and he recharges his card in a few clicks. This process has worked well at DOSI Transport and everyone is happy.

Elimination of cash

Mr Raška sees the long-term impact of Fidoo primarily in the elimination of cash, which does not have to be physically collected, handed over to drivers, and then somehow accounted for and distributed. One compliant card has simplified the allocation of funds to staff on the move.

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Navitec systems enjoys fully automated receipt processing

Kompletní automatizace zpracování účtenek       

Úvod › Inspire yourself

Navitec systems si užívá plně automatizované zpracování účtenek

Podívejte se na zákaznický příběh ze společnosti Navitec systems, která kompletně automatizuje vše kolem účtenek.

Přehrát příběh

O společnosti

Logo Navitec

Společnost pomáhá svým klientům optimalizovat své hospodaření a procesy zavedením podnikového systému Microsoft Dynamics 365 Business central (dříve Microsoft Dynamics NAV nebo ještě dříve Navision) a dalších obchodních a kancelářských aplikací Microsoftu.

Sídlo

Ševcovská 3667
760 01 Zlín

Velikost firmy

15 zaměstnanců

Odvětví

IT

Hlavní potíže

  • Nevyhovující platební karty vydávané bankou
  • Prodleva v dodávání a následném zpracování podkladů
  • Neefektivní uchovávání účtenek
  • Složitý vývoj a řešení elektronického archivu
  • Nedostatek kontroly nad výdaji zaměstnanců

Řešení

  • Předplacené karty pro všechny zaměstnance
  • Elektronické zpracování účtenek
  • Elektronická archivace účtenek
  • Automatické zpracování výdajů
  • Okamžitý online přehled o zaměstnaneckých výdajích

Hlavní přínosy

  • Rychlejší a včasné zpracování výdajů a dokladů
  • Zrychlení účetní agendy
  • Digitalizace a automatizace procesu
  • Přehled nad zaměstnaneckými výdaji v reálném čase
  • Elektronická archivace

Zdlouhavé vydávání platebních karet a pozdě dodávané účtenky

Společnosti Navitec systems s.r.o. nevyhovovalo vydávání platebních karet ze strany banky, protože bylo moc zdlouhavé a zároveň nechtěli udělit plný přístup přímo k firemnímu bankovnímu účtu každému zaměstnanci.

Podle finančního ředitele Daniela Barneta také kontinuálně řešili problémy s dokládáním papírových účtenek, které se nedostávaly včas do účtárny. V horším případě se dokonce ztrácely, což potom přinášelo další práci účetnímu oddělení, které muselo obvolávat a obepisovat jednotlivé dodavatele, kteří účtenky vystavovali.

Konkrétně mě štvalo to, že jsem neměl vůbec přehled v čase o vynaložených výdajích, jak na služební cesty nebo ostatní výdaje spojené například s platbou hardwarových prvků, které si zaměstnanci nakupují sami.

Daniel Barnet, Finanční manažer v Navitec systems s.r.o.

Kostrbaté řešení archivace účtenek

Uchovávání účtenek bylo velmi kostrbaté, protože účtárna musela účtenku nejdřív naskenovat a poté uložit ve formě PDF někde na sdílený disk nebo uložiště, ke kterému měl Daniel přístup. Stejně však řešil, jak se k těmto jednotlivým účtenkám dostat jednoduše. Vývoj a propojení informačního systému na sdílené uložiště přestavovalo spoustu úsilí.

Na řešení Fidoo narazili skrze obchodního zástupce . Když  byl Danielovi a jeho týmu  produkt představen, bez jakéhokoliv váhání se rozhodli,  že ho chtějí vyzkoušet. Agendy, které nyní ve Fidoo využívají, probíhají plně automaticky. 

Plně automatické zpracování a okamžitý přehled

Zaměstnanec provede výdaj například za pohonné hmoty nebo za placení balíku na dobírku. V tom okamžiku už vyfotí účtenku nebo fakturu a ta se během 10 minut dostává do informačního systému Navitec Systems. Jak scan této účtenky, tak podklady pro zaúčtování pro účtárnu.

V reálném čase se tak Daniel může podívat na provedený výdaj a získává okamžitou informaci, jestli není náhodou přečerpaný rozpočet pro daného zaměstnance. 

Méně starostí a snížení nákladů

Dlouhodobě má používání Fidoo dopad především na snížení nákladů na účetní služby, protože najednou zaúčtování účtenky trvá 3 minuty namísto 20 minut.

Archivace těchto dokladů probíhá elektronicky víceméně bez zapojení jakéhokoliv účastníka mimo daného zaměstnance, který má zodpovědnost pouze ofotit účtenku. Automatizace ve spojení s Fidoo znamená pro Daniela a jeho kolegy na účtárně daleko méně starostí.

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