Automatic invoices saved 32 hours of accounting work

Loss analysis: Where was the money disappearing?

In the Stolarski Design office on Półwiejska Street, we quickly discovered that the problem wasn't a lack of will, but outdated habits. Mrs. Beata, working there since September 2016, was flooded with hundreds of small tasks. Each invoice required opening three different browser windows. We calculated that annually the company was losing over 380 hours on this process. At a specialist's hourly rate, this amounted to nearly 41,000 PLN thrown down the drain in 2023 alone.

Statistics are relentless. The average response time to an order was 5 hours because invoices were issued in batches. Customers were getting frustrated not receiving confirmation immediately. At Impuls Poznań Consulting, we don't like fluff, so we showed the owner hard numbers. 147 orders per week means 147 chances for human error. Automation eliminated this risk completely, shortening the document issuance time from 13 minutes to less than 4 seconds.

32 hours a month is almost a full work week wasted on clicking Ctrl+C and Ctrl+V.

Technology without unnecessary talk

Instead of building a complicated system from scratch, we used what the client already had. A store based on a popular engine and a Polish online accounting system. Our task was to create a secure bridge. We used proven communication protocols for this, which guarantee that no customer data will leak. The whole thing was configured in 19 business days, including rigorous security tests conducted between July 1 and 5, 2024.

A key element was tax ID verification in the VIES and national databases. It often happened that customers entered incorrect data, which stalled accounting. Now the system does it itself in a fraction of a second. If the data is incorrect, the customer receives an immediate request for a correction before the invoice even hits the queue. It simply works and saves a lot of time on later explanations with the tax office.

Results after the first quarter

We checked this on 423 clients, but the case from Luboń is unique in terms of pure profit. Three months after implementation, i.e., in October 2023, Mrs. Beata reported that for the first time in two years, she closed the month without overtime. All 589 invoices from that period were generated correctly. The company was able to handle 22% more orders without hiring a new person for administration.

The regained time was invested in tightening the debt collection system. Because the accountant no longer had to click invoices, she could react faster to overdue payments. The average receivables turnover time was shortened from 14 to 9 days. This is a specific injection of cash for the company, which allowed for the purchase of a new edgebanding machine for furniture boards before the end of the year. Only numbers count, and they speak for themselves.

Ending manual work meant the company could handle 22% more orders without new positions.

How to implement this for yourself?

You don't need a huge factory to start saving. At Impuls Poznań Consulting, we start with a short conversation about processes. If your employees perform repetitive tasks more than 5 times a day, it means you have room for automation. We don't promise miracles, but we guarantee that we will connect your dots so that the system pays for itself from day one. This isn't theory – it's practice proven in dozens of Poznań companies.

The most important thing is to start with one small process. Invoicing is a perfect start. Then come sales bots and automatic reports. Every step is more hours regained for your business. You are invited to our office at Półwiejska 42 – the coffee is average, but our data on automation is the best in town. Ending manual work begins with one decision.