Automate accounting - How SMEs save time and personnel costs

July 2020
Automate accounting - SMEs save time and money
Buchhaltung automatisieren

Automate accounting

Accounting is one of the most important duties of any company - whether SME, self-employed or corporate. It is a process that is usually time- and personnel-intensive and must run absolutely error-free. It consists of recurring process flows that require the correct recording of all business transactions. Automating accounting is therefore enormously future-proof and more relevant than ever. In times of increasing competition, costs can be saved at this point and thus personnel resources can be freed up for other core tasks.

Automate accounting - but how?

The basic prerequisite for automating accounting is optimised and efficient processes. Relevant receipts and invoices usually reach your company via a wide variety of channels - both online and offline.

Receipts and invoices sent by e-mail can be classified directly by means of automation and assigned to the correct customers. Furthermore, receipts can be automatically imported into all of your company's programmes. This also includes documents sent by post. The analogue incoming mail is automatically read in digitally, assigned to the right customers and finally stored in the cloud.

In the next step, the receipts are read in, recognised and converted into booking records by means of corresponding software. When the invoice date is due, payment is initiated automatically. The output of corresponding reports, key figures or statistics can also be connected.

Buchhaltung automatisieren Prozessablauf 1
Automate accounting process flow

The process naturally also includes outgoing documents and invoices. Invoicing and quotation generation, even for individual requirements, can consequently be connected to automated accounting.

Automate accounting - reduce error rate

If the accounting processes are optimised beforehand and then automated, we can ensure consistently high quality. By linking all the different channels and tools within a company that are used for accounting, sources of error can be detected and minimised. Even the combination of digital and analogue invoices no longer poses any problems.

As an IT consultancy, we are of course happy to help you analyse your internal processes in order to map them in the best possible and individually automated way. Together with you, we can identify automation potential that was previously hidden. Our goal is always to find the perfect solution for you - according to your ideas and wishes.

Automate accounting - reduce working time

It is possible for us to digitally and automatically reproduce almost the entire accounting of companies of any size. Probably the biggest benefit for you: working time is saved and wage costs are reduced. But the workload can also be reduced in a targeted manner.

In the case of our clients, we were able to achieve a 30% reduction in working time after implementing the optimised and automated accounting.

Would you also like to take the next step to make your company fit for the future? Set out to lead your company successfully into the future and make a free appointment for automation & IT consulting today. Together we will find individual solutions that are flexible and scalable.

Automate accounting - SMEs save time and money

Automate accounting - SMEs save time and money

Cloud Integration, iPaaS, SaaS, BPA… Ough, hard to keep track of all these terms. They are currently used frequently (and increasingly) in the context of automation, and it is sometimes difficult to make a clear distinction and distinction. We have already written blog posts on the terms iPaaS, SaaS and BPA, but we’ll take them up again here to make the difference.

But let’s start with cloud integration, because that’s the central umbrella term in which we embed all the other technologies in this blog post.

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What does Cloud Integration mean?

What does Cloud Integration mean?


  • Is available in real time
  • Can be accessed from almost anywhere
  • Reduce potential sources of error by entering the same data multiple times
  • Require less installation and maintenance
  • Can optimize business processes

Arrange a free cloud integration consultation now

To illustrate these advantages, an example is suitable that we know well from our everyday work as an automation agency:

The central data to be used here is the data of a major customer. This can be the simplest information, such as the address. This address is required in numerous but completely different processes in the company: on the one hand, for correct invoicing in accounting. On the other hand, in the CRM system, where all the data of the large customer is also stored. But the address is also important in sales, for example, when employees go to the sales meeting on site.

Now the customer announces that the address of the company has changed after a move. This information will reach you by e-mail. There are now two options:

01. The e-mail is forwarded to all affected departments, accounting, sales, customer service, marketing… All persons open their corresponding program, CRM, accounting software, marketing tools (such as newsletter marketing) and change the data already stored there of the customer. This means that in multiple applications, different people do exactly the same thing: change one address.

02. But there is also an alternative: By connecting your applications, thus by integrizing them, the customer’s e-mail, or rather the information it contains about the address change, is automatically passed on to all affected applications: CRM, accounting, marketing, ERP. This does not require any clicks, because the cloud integration detects a trigger, i.e. address change, and thus automatically starts the process.

What sounds unimpressive in a single process becomes more effective when such a process occurs several times a day or weekly. Because there is a lot of data that is available in different applications and should always be correct. If these applications are cloud applications they are suitable for cloud integration.

But cloud integration doesn’t just happen. There are now a variety of applications that enable and implement this. Such tools usually allow us to link the relevant cloud applications on a central platform and define clear rules on when, how, where, how much data should be passed on and what happens to them.

IPaaS, SaaS, BPA, ABC – who can still see through it?

To realize cloud integration, there are various applications and technologies that are sometimes used interchangeably.

We have made a first distinction between iPaaS and BPA here.

We explain the term SaaS in more detail here.

Here the short version, again:
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Cloud integration cannot be done without SaaS, iPaaS and BPA

Cloud integration is rather an umbrella term that includes numerous technologies, such as SaaS, iPaaS and BPA, and this is also absolutely necessary. Cloud integration is a concept that is made possible by appropriate technologies.

However, all terms share the commonality that they are cloud-based and thus offer enormous potential for growth and scaling. In addition, they are often cheaper to implement and maintain because changed requirements are easy to implement.

As an independent automation agency, we implement cloud integration according to your requirements. We use a variety of SaaS tools and iPaas (strictly speaking BPA) software. Together we find individual solutions that are flexible and scalable.

Arrange a free cloud integration consultation now

Automation consulting. Automate. Improve. Succeed.

We advise you independently and offer our expertise.
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Automation consulting. Automate. Improve. Succeed.

We advise you independently and offer our expertise.