Singula soft & Tabidoo : “We saved time with electronic invoice recording.”

Thanks to Tabidoo, we saved the client a lot of time. We have created an application for registration and approval of received invoices.

Lukáš Vašíček – co-founder & CEO Singula soft s.r.o.

Introducing Singula soft s.r.o.

Singula soft s.r.o. are specialists in creating and connecting modern business applications. They emphasize digitization, automation and efficiency. They build customized applications for customers on the Czech low-code platform Tabidoo. Thanks to this, they are able to deliver applications in a short time and at a fraction of the price of regular individual software.

“Work smarter, not harder,” which is the motto they used with their client, who saved time and therefore money thanks to Tabidoo. They created an application for registration and approval of received invoices, replacing the old desktop application. In addition, they added time-saving improvements that simplify the approval process overall.

Challenges

The original brief from the customer was clear: to create a replacement for the long-used desktop application for recording incoming invoices, which was used by the parent company and four subsidiaries. The customer had lost confidence in the original software vendor, so it was necessary to transfer all the data to Tabidoo. In addition, the customer suggested improvements that would not only save significant work in the invoice filing process, but also streamline the actual approval process for individual invoices.

The customer was using desktop software that stored records on a local server. The data was captured manually without attaching PDF attachments. The software was used only as a recordkeeping tool for the accounting software and printed guides for the invoices received. These guides were then attached to a copy of the invoice and physically handed to the persons who were to approve the invoice. Once approved, the invoice was returned to the accounting department and filed in a binder. In the event of disapproval, the reason was noted on the guide and the invoice was then dealt with for correction or return.

Collaboration with Tabidoo

At Tabidoo they created the same record of received invoices that the customer was used to. They removed unnecessary fields and imported records of invoices received from 2016 to 2024, which included almost 10,000 records. This allowed the customer to continue to keep records in the same number series that is now automatically generated.

Result

Reducing and rearranging the fields made the invoice entry process faster. Additionally, if there is no PDF attachment of the invoice received, the requester can use a mobile phone to capture a record of the attachment and then complete the rest of the data on a computer or create the entire record on a mobile device.

Linking to the order register simplifies the approval process as the contracting authority does not need to remember who has to approve the invoice. Approval happens automatically based on the selected order. Approvers are instructed to use the “Let approve” button to create the tasks they need to approve. Approvers can only see their invoice approval tasks due to their access rights. Using the view filters, they can mainly see the tasks awaiting approval.

Automatic reports remind approvers by email what they need to approve. Overdue tasks are color-coded according to customer requirements.

Follow-up scenarios

Now planning to expand with customer to evaluate invoices based on orders. Another planned extension is to generate suspense on invoices and pay them on the due date. With longer use of this new application, there will surely be more ideas to save even more time and repetitive routine work.

Read the full case study