Manual Invoice Tasks Drain Resources
When our client, a small Swiss business, first came to us, they were facing a common but often underestimated challenge. In fact, their routine accounting tasks were consuming both time and money.
Every month, they were dealing with around 50 invoices, whether from client meetings, office supplies, or everyday expenses like fuel and utilities. As a result, over a single quarter, that added up to 150 documents.
With the accountant charging CHF 150 per hour, these repetitive tasks quickly became a significant expense. By the end of the quarter, the business was spending roughly CHF 1,500 on routine bookkeeping alone, not including reporting expenses.
The Hidden Cost of Routine Work
The issue was the overwhelming volume of repetitive tasks. Indeed, the accountant scanned every invoice and receipt, logged details, filed it in the appropriate quarterly folder, and tracked it to ensure timely payments. Any missed detail could lead to extra work fixing errors, delayed payments, and, in some cases, potential compliance problems.
For a business that prided itself on efficiency, the situation was frustrating.
Accountant’s Quarterly Burden before the App
Before automation, the accountant spent roughly 16 hours each quarter managing repetitive bookkeeping tasks. Invoices and and receipts accumulated over the three months, each requiring manual scanning, verification of totals, VAT, and dates, and careful filing into quarterly folders.
Late payments meant repeated reminders, further consuming precious time.
By the end of the quarter, the business had already spent several hundred francs on work that automation could easily handle.
Streamlining Invoices and Billing
It became clear that the solution was accounting automation through an advanced invoice management software. If automation could perform these repetitive tasks, the business could save money, reduce errors, and allow the accountant to focus on work that truly adds value.
How It Works
With the mobile invoice scanner app in place, the system automates the entire invoice and billing process. Scanning and processing that once took 20 hours now be done in just a couple of hours. That’s a 10x time saving!
Here’s how the invoice management software works:
1. Capture Anywhere: Users instantly scan or photograph invoices and receipts, whether in the client’s office or on the go. The invoice scanner app instantly captures the document without manual effort.
2. Automatic Data Extraction: Using intelligent OCR technology, the app reads each document and automatically captures key details, including amounts, VAT, dates, and vendor information.
This automation eliminates the risk of manual entry errors, saving time and improving accuracy.
3. Smart Organization: The system automatically sorts each document into the correct quarterly folder, using filenames as clickable links for instant retrieval. Add notes to give context and keep all information organized and accessible.
4. Automated Billing: The system sends invoices via email, and tracks payments in real time. If a payment is overdue, automatic reminders are sent without any intervention from the accountant.
5. Faster, Error-Free Results: What once took dozens of hours is now completed in a fraction of the time, with zero errors and minimal effort. Businesses save both time and money, while accountants gain peace of mind.
Real Results
The impact was remarkable. Within months, accounting costs dropped from CHF 1,500 to just CHF 150 per quarter. Dozens of hours of repetitive work were now automated. Errors in invoices and reports almost disappeared. Cash collection became faster thanks to automated reminders.
But perhaps the most important outcome was peace of mind. The client could now focus on running the business, knowing that invoices, payments, and reports were handled efficiently and accurately.
Looking Forward
For this Swiss business, a simple mobile solution transformed a costly, time-consuming burden into a smooth, automated process.
As a result, this automation freed up resources, reduced expenses, and created a clear path to growth. Our client is now exploring additional features in the app:
- Dashboard Analytics: Quick insights into expenses, income, and overdue payments.
- Integration with Accounting Software: Seamless export of quarterly reports and tax-ready documents.
- Advanced Reporting: Generate visual charts, like monthly spending and income trends, directly from the app.
Sometimes, the biggest business transformations come from small changes in workflow. By rethinking how routine tasks are handled and leveraging technology, companies can save time, reduce costs, and focus on what really matters: growing their business.
If your business is ready to cut accounting costs, save valuable time, and eliminate manual errors, let’s make it happen.
Ready to streamline your invoices with a powerful invoice scanner and cut accounting costs?
Contact us today to see how our invoice management software can transform your workflow.
