Clean Up Your Workflow With Integrated Accounting Software

Meet Pauline.

Pauline is the bookkeeper of a medium-sized company that sells water filtration systems.

Lately, she’s been spending more and more time in front of her computer. First, it was a couple of hours after work, then weekends. She used to love accounting tasks, but now her workload is unmanageable. The deadlines and the demand for manual data capture are never-ending.

In one day she receives hundreds of emails, can work on four different platforms, will print around 50 invoices to capture, and waits for documents to be signed off payment by her manager.

This is a typical scenario understood by bookkeepers and accountants. What Pauline and others like her need, is efficiency. A way to use integrated accounting systems and reduce the number of hours it takes to process documents manually.

That sounds like a great idea, doesn’t it? So, what stops a company from finding a solution like this?

The fear of change

Well, let’s be honest. The fear of causing more work and more chaos is a big deterrent for accounting departments. There is also a reluctance to move to new accounting software when you’re used to the current accounting system.

Everyone knows they should do it, and everyone knows that eventually they will have to do it, but it’s human nature to avoid pain.

Ok, fair enough. But what if you could get your hands on an integrated accounting system that promises:

• Seamless integration with your existing accounting software
• Maximization of your existing accounting system with powerful AI and machine capabilities
• An 18 hours per week saving in manual data capturing
• 3x more productivity, with 85% faster completion of work
• 59% more environmentally friendly
• Improve customer relationship management by being ahead of customer expectations and easily managing an expanding customer base
• A reasonable monthly subscription fee where you don’t pay more to add users

This is where we introduce Envoice. Let’s take a look at how it works and what benefits it holds for streamlining your workflow.

Automation

Streamline your workflow with Envoice

Efficiency begins with getting rid of the manual data entry tasks. Even if you have popular accounting software like QuickBooks or Xero, you need a tool that can extract data in seconds from invoices and receipts.

Envoice analyzes your recording patterns, providing accurate data extraction and categorization. You can skip manual oversight of extracted documents because we guarantee 99.9% data accuracy with our ‘ExactExtract’ service.

Concerned about something slipping through the cracks? Don’t be. ‘ExactExtract’ is backed by Human-in-the-Loop verifications and corrections which means that you can approve records and financial information before it’s finalised.

How to eliminate repetitive bookkeeping tasks?

Book a demo

and we will show you how

For a bookkeeper like Pauline this can save many hours of work and reduce her workload by 18 hours a week. A welcome relief at a time when company growth causes an unsustainable rise in workload.

Stilabunt, an Envoice client had this to say about the increase in efficiency and the reduction of workload:

“Earlier, we used to send all the invoices to one email address or leave paper invoices on the desk of the purchasing specialist. Now, all our employers can directly forward the invoices to Envoice and purchase invoices are received and digitalized instantly. From there, invoices are automatically directed to our enterprise management software, where in-house approval takes place. Thanks to Envoice, the whole ordeal of processing invoices has become quicker and easier.”
– Kadri Kõrgend – Accountant Stilabunt

Integrating Envoice with your existing accounting software can be achieved in three easy steps. But if you prefer to to test out the software before making a decision you can sign up for a FREE TRIAL.

Approvals

Set workflow rules

You can create your own customized rules to streamline your workflow and eliminate repetitive actions. This easy-to-use system will allow you to set up rules for how your financial data is handled according to your accounting processes. Approvals will then be sent automatically to the right mailbox for action.

Appoint substitute approvers

If the primary approver is absent, Envoice will automatically forward all pending and new approvals to your substitute during their absence. This ensures workflow remains uninterrupted.

Complete overview of expense approvals

Eliminate the need for manual approvals and leaving documents on desks by giving the whole team access to Envoice, allowing you to set approval limits and receive real-time feedback from team members.

Automatically assign approval tasks to responsible individuals, reducing the need for manual delegation and ensuring timely approval.

A central point for communication

Unique Invoice Inbox

Every company that signs up with Envoice, receives a unique Invoice Inbox address. When supplier invoices are submitted to this address the data is extracted and can be synced to your existing accounting software.

Everything in one place

With Envoice you can collect, approve and track everything in one place. This eliminates the need to use multiple platforms to execute the full accounting process.

Eliminates physical storage

Envoice also eliminates the need for physical storage space, thereby reducing the risk of damaged and lost documentation.

Integration with existing storage applications

If you currently use storage service providers such as OneDrive or DropBox, you can easily send documents from there directly to Envoice.

1Office Estonia found great value in Envoice for it’s ability to put an end to manual document management.

This is what they had to say about Envoice:

“Up until using Envoice, our document management was 100% manual and as most of our clients are non-residents, we had to deal with original documents in various languages. Processing and translating documents are very time-consuming, therefore, we highly appreciate using Envoice, which saves a lot of our valuable time”

– Ketlin Genergard, the head accountant of 1Office Estonia.

Paperless accounting

The strongest testimony for paperless accounting comes from other clients that have struggled with the challenges of manual processing and printing.

Let’s examine together the testimony of another Envoice client, Reval Auto. Their goal was to go completely paperless and cut down on the usage of paper, and printing materials.

In Reval Auto, 900 purchase invoices are processed monthly, which used to be translated into 50 paper folders in a year. In addition to the goal to go paperless, the aim of adapting the new system was to fasten the processes related to invoices and simplify approval rounds and archiving.

The head accountant, Aune Seil, adds, “It wasn’t easy to manage the paperwork of three different dealerships. I’m working from the Kuressaare dealership but I also have to keep an eye on the paperwork of the Pärnu and Tallinn dealerships, and it’s not always easy to understand the essence of an invoice without knowing the actual context. Every branch has its own management who has to approve the invoices and the Tallinn dealership has 5 sub-divisions. The invoices would sometimes travel for days as some of them would be left unnoticed on someone’s desk or in their e-mail inbox. Monthly reports were often delayed but the essence of bookkeeping is that it should be done as quickly as possible to better analyze the activities of the company.”

Go paperless with Envoice

Integrations with other accounting software

We briefly mentioned earlier in this article that Envoice has seamless integration with popular accounting software. This means that Envoice enhances the capabilities of these systems by acting as a pre-accoutning automation and processing tool. Let’s examine some of the integrated accounting software solutions that work well with Envoice.

Xero

Combine Xero and Envoice to go paperless, manage expenses, and automate bookkeeping.

QuickBooks

Integrating QuickBooks Online with Envoice can help you save time and money on pre-accounting by automating tasks and streamlining your workflow.

Sage Business Cloud Accouting

Sage accounting software, known for its comprehensive financial management capabilities, integrates seamlessly with Envoice, enhancing its functionality and efficiency. This integration allows for real-time synchronization of data between the two platforms, ensuring that financial records are always up-to-date and accurate.

Users can effortlessly import invoices and other financial documents from Envoice into Sage, where they are automatically categorized and recorded.

Apart from these great features that help you to manage your workflow, Envoice has many other features that make it an appealing options for accounting software integrations.

User-Friendly Interface and Support

One of the standout features of Envoice is its user-friendly interface. It is designed to be intuitive, ensuring that even those with minimal technical expertise can navigate it with ease. This ease of use extends to all aspects of the software, from data entry to report generation. Additionally, Envoice offers robust customer support, providing users with assistance whenever they encounter challenges. This support ranges from online resources, such as tutorials and FAQs, to responsive customer service teams.
Scalability and Adaptability
Envoice is not just for medium-sized businesses like Pauline’s; it is scalable and adaptable for businesses of all sizes. Whether you are a small startup or a large corporation, Envoice can be tailored to meet your specific needs. Its flexibility allows for seamless integration with various business models and accounting practices, ensuring that as your business grows, your accounting software grows with you.

Team Collaboration

Get all your employees working in one place to streamline your workflow. You can create efficiency within your team by:

Sending in-app messages

Reduce delays in processing of invoice and accounting tasks by allowing your team mates to send in-app messages to one another. This acts in a similar way to the messaging apps, Facebook Messenger, WhatsApp and Telegram. You can leave comments, ask questions or send reminders for real-time responses.

Notifications when action is needed

Envoice will notify your when your input is needed and let you know exactly what you need to do. This eliminates the need for you to keep checking whether there are tasks that have been assigned to you.
Mobile App for recording expenses
Scan all your expense documents and go paperless with Android and Ios mobile apps. Your employees can claim expenses on the go by submitting them through the Envoice mobile app. These expenses can be approved electronically and payments made without waiting for manual documentation to be processed. Employees and accounting staff can track reimbursements and receive notifications of any delays.

Keep working without an internet connection

No internet, not to worry. You can enter documents and submit reports when it suits you and know that our system will auto-sync when the connection is restored.

The end result

At the start of this article we introduced you to the challenges experienced by many bookkeepers and accountants who try to keep up with increased workloads and growing demands to process invoices, through the story of Pauline.

With Envoice, the transformation in Pauline’s workflow has been remarkable. The integration of this powerful tool with her existing accounting software has not only streamlined her processes but also brought a newfound efficiency to her role. The hours once spent on manual data entry and document management have been significantly reduced, allowing Pauline to focus on more strategic aspects of her job.

For businesses looking to modernize their accounting practices, reduce environmental impact, and improve overall efficiency, Envoice offers a compelling solution. It’s not just about keeping up with the workload; it’s about transforming the way you manage your finances, making your workflow more efficient, and giving you the time to focus on what truly matters for your business.

We invite you to experience the difference Envoice can make. Sign up for a free trial and see firsthand how it can revolutionize your accounting processes.

Clean up your workflow with Envoice, and join the many businesses that have already taken the step towards a more efficient, streamlined, and environmentally friendly accounting future.

The final word belongs to one of our clients:

“After comparing different solutions, Envoice immediately stood out for its clarity, simple and logical structure, and pricing. “I used the Envoice demo version for two weeks and I had to admit that it was really comfortable. The demo version enabled us to play out our whole business process up until the accounting program. We also tested some other solutions, which turned out to be too detailed or confusing or had an annoying color scheme. As we’ll be working with the software every day, the visual part is also very important and not every solution out there has a demo version available where you could put the accounting program to test.”

– Aune Seil – Reval Auto