47% reduction in invoice processing time for a transport company
The client was struggling with payment delays due to an inefficient invoice circulation system. We implemented a new verification protocol and shortened the circulation time from 8 to 4 business days.
Orzeł Strategic Partners helped Logistyka Wielkopolska eliminate bottlenecks in accounting. Let's get down to the details: in three months, we implemented a system that really accelerated cash flow.
The challenge
In January 2024, the client was facing a serious problem. The team handled an average of 156 cost invoices per month, but the approval process took as long as 8 business days. This caused numerous reminders from subcontractors and a loss of financial liquidity.
The problem stemmed from fragmented document flow. Invoices circulated between three departments in paper and email form, which generated errors during manual data entry into the ERP system.
Our approach
The Orzeł Strategic Partners team started with a process audit that lasted 4 days. We identified 12 contact points where documents were stuck for no clear reason.
We proposed implementing a centralized file repository and shortening the approval path to two decision-makers. We know the realities of this market, so we didn't build complicated software, but opted for clear procedures and a simple control sheet.
The solution
We introduced a new document verification protocol. Each invoice now goes to a digital folder, and notifications about the need for approval are sent twice a day, at 9:00 and 14:00. This change eliminated the need for employees to constantly track payment status.
We trained the team on new reporting standards. Thanks to this, every department head now has constant access to view outstanding liabilities, which allows for a response in less than 24 hours.
Results
The effect of the implementation was visible after just the first 30 days of working in the new system. Document circulation time was halved, which allowed for timely payment of invoices and improved relations with key partners in the region.
Timeline
-
January 2024Audit of the invoice process and document flow analysis
-
February 2024Implementation of a new approval protocol and team training
-
March 2024Performance monitoring and final optimization
"Initially, we had doubts if we could change anything without buying expensive software. However, Orzeł Strategic Partners showed that simpler rules work better. Invoices don't get lost, and suppliers are satisfied."