Tightening the invoice flow in Poznań logistics
We reduced payment approval time and eliminated duplicate invoices. The client regained control over expenses after a month of cooperation.
Logistyka Wielkopolska Sp. z o.o. struggled with chaos in cost document flow. Our goal was to implement a system that would stop cash leaks and speed up invoice flow by half.
The challenge
The client processed an average of 187 invoices per month, using only paper flow and PDFs sent by email. Lack of a central register led to a situation where 14% of invoices were paid twice due to mistakes in operational departments.
Employees spent nearly 3.2 hours a day just verifying document compliance with orders. The approval process for one invoice took an average of 5 business days, resulting in lost discounts and frequent penalties for payment delays to transport subcontractors.
Our approach
The Idryleaks team conducted a financial audit that revealed gaps in communication between the logistics and accounting departments. We introduced a platform integrated with the warehouse system that forces automatic verification of order numbers on every invoice.
Our specialists trained 9 people from the accounting team and warehouse workers on the new archival standard. Facts instead of promises – we implemented clear cost assignment procedures so that every invoice had an assigned supervisor responsible for its approval in the system.
The solution
We built a system that automatically rejects invoices without a correct transport order number. We introduced a two-stage approval process: the first level is automatic verification, the second is manager approval if the amount exceeds 500 PLN.
All documentation was moved to a secure digital archive with access limited to selected users. Data must be secure, so we implemented additional encryption for invoices containing contractors' personal data, which in logistics is crucial for client privacy protection.
Results
90 days after implementation, Logistyka Wielkopolska Sp. z o.o. achieved full process transparency. The number of duplicate payments fell to zero, and documentation processing time was drastically reduced.
Timeline
-
January 2024Audit of the document flow process and identification of gaps.
-
February 2024System implementation and team training.
-
March 2024Monitoring system stability and optimizing procedures.
"I was skeptical about changes because the previous system had worked for years. After a month, it turned out we saved 3,800 PLN just on eliminated errors and double payments. Transparency is the foundation of profit."