Managing company finances with an electronic budget in V-Desk
The financial management support application allows the strategic management of company costs in an automated manner. It serves as a convenient and flexible investment planning tool. It provides knowledge and information for decision-making, supporting the controlling of company finances.
Are you familiar with these budget management issues?
Lack of full knowledge of the use of company budgets
This module is the most up-to-date source of information about the company’s finances at operational level, based on the invoices recorded or the demands and orders created in the system.
Lack of a transparent and convenient analytical tool on budget spending
The module gives an up-to-date overview of the performance of a given project/investment/contract, whether in terms of its profitability, cash-flow generation or comparison of plans with current and final spending.
Lack of accurate forecasting and planning of company expenditure
Based on historical financial data, the application enables you to better plan your operations. It assists in making strategic decisions regarding investments, expansion or restructuring.
What do you gain by choosing V-Desk electronic budget management?
Easy and intuitive creation of budget plans for different areas of the business.
Automate the collection of financial data and other information needed to develop budgets.
Increased efficiency in the process of accounting for budgets: projects, investments, contracts and spending within departments.
Quick access to multidimensional analyses.
Real-time update of performance data.
Real-time control of spending and revenue realisation against set budgets.
Transparency of the process, allowing bottlenecks in the process to be tracked.
Immediate identification of financial irregularities, opportunity for corrective action.
What does budgeting in V-Desk look like step by step?
In V-Desk, a budget is not a separate spreadsheet but part of the process. You create a budget plan for a project, investment, or department, define cost centers, periods, and limits. The system then automatically feeds the budget with data from documents you already process: invoices, orders, and requests. As a result, you can see the plan, actuals, and reserved funds in one place — even before a liability arises.
The control mechanism works in real time. When a user creates a request or order, V-Desk compares the document value with the available limit. You can configure additional approval after exceeding a threshold, block further spending, or redirect the request to the person responsible for the budget. As a result, purchasing decisions are based on current data rather than historical reports.
For managers and controlling teams, the system provides profitability views, cash flow insights, and plan-versus-actual comparisons across different dimensions (contract, cost center, cost category, supplier). This is especially useful in organizations where budgets are shared across units and require clear allocation rules.
Budget management in V-Desk and V-Desk GA
The Budgets module is available in both V-Desk implementation models. It can be configured in a dedicated version of the V-Desk system and can also be selected from the ready-made V-Desk GA processes.
Alerts, forecasts, and scenarios
Budget management is not just about reporting after the fact. V-Desk allows you to set alerts and thresholds that automatically notify users when limits are approaching or exceeded. Notifications can go to the budget owner, project manager, or controlling department depending on the organizational structure. The module also supports forecasting based on historical data and current fund reservations, allowing you to quickly assess whether the budget will close according to plan and where deviations may occur.
In practice, this means less “firefighting” at the end of the month and more time for corrective actions, such as adjusting procurement schedules, reallocating budget items, or updating plans. You can also model scenarios (e.g., conservative vs. investment-focused) and compare them with actual performance. Integration with ERP systems and Power BI reports allows you to extend analysis with financial and operational KPIs without manually combining data from multiple sources. This level of control is scalable and works both for a few budgets and for hundreds of projects running simultaneously.
Permissions, audit trail, and clear responsibility
In many companies, the problem is not a lack of data but a lack of clarity about who can plan, reserve, or approve spending. In V-Desk, you define roles and permissions for budgets (owner, holder, approver, controlling), and every decision is recorded in the case history. This allows you to see when and why a limit was changed, who approved an overrun, and which documents influenced execution.
The system supports both recurring and project-based budgets, and allows adding comments on deviations as well as attaching justifications. This simplifies month-end closing, management reporting, and internal audits without searching for information in emails and files.
Our customers are talking about V-Desk
JMP Flowers
“We no longer waste time searching for invoices, and we have resolved situations where tasks were not monitored and responsibility was unclear. With the V-Desk System, we have achieved smooth document processing.”
Grupa Pracuj
“V-Desk is a modern and efficient solution, equipped with a range of tools that significantly improve the comfort of everyday work. We appreciate the flexibility and scalability of the system, which allows documents to be processed efficiently and in accordance with established procedures. By launching the V-Desk system, we have significantly reduced the use of paper documents, and the processing and management of invoices and correspondence in the company has been optimized.”
Rotometal
“We chose the V-Desk solution because of its wide range of options for adapting the solution to our individual processes, as well as the flexibility it offers when integrating with the SAP system.”
BMW Dynamic Motors
“Cooperation with Primesoft Polska began in 2021 and focused on the introduction of solutions aimed at the complex digitization of business processes management.”
Domost
We value the potential of the V-Desktop platform, its stability and functionality, which allows us to save time and resources. Tasks including document registration and approval have been automated, and we now have effective control over the process.
Mitutoyo Polska
V-Desk allows us to focus on the tasks that are essential to our business, without wasting valuable time waiting for documents or registering them manually.
NUXE
“V-Desk GA introduced a systematic approach to processes at Nuxe, reducing the problems associated with manual document handling. From now on, we manage invoices electronically and handle HR processes such as vacation requests and approvals, as well as employee attendance records.”
Lhoist Bukowa
“The workflow system from Pimesoft is a simple way to collect quality information, analyse trends, identify problems, and take corrective action. This allows for continuous process improvement and higher quality standards.”
Polipak
The flexibility of the implemented system means that its development possibilities, tailored to the company’s current needs, are an additional advantage that is highly valued by our company.
Elplast +
The expectations we had for digitizing our company have been met. With the V-Desk system, we are no longer using paper documents, which has had a positive impact on the efficiency of our processes.
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
Securitas
“During 11 years of using V-Desk, we have become convinced of the flexibility of this solution, which is why we commissioned modifications allowing V-Desk to be integrated with another system in the company. We confirm that the work was carried out to the highest standard, maintaining high standards of business ethics and continuity of processes in the company.”
Autostrada Wielkopolska
“We implemented this system as an independent platform available to our subcontractors, self- employed engineers, and other external entities. We wanted to streamline document circulation in our company. We searched the market for programmes that would be easy to use, ergonomic, but also flexible in terms of future system development.”
SMP Poland
The system allows us to easily track payment deadlines, verify incorrect entries and, above all, eliminate manual work at many stages of invoice processing.
Kia Polska
“With a professional approach and a deep understanding of our needs, the solution meets our expectations. V-Desk is easy to use and functional, but above all, it streamlines the work of many people and increases the efficiency of the company’s operations.”
Bostik
“We took advantage of the consulting and analytical support provided by Primesoft Polska, and as a result of our cooperation, the V-Desk electronic document circulation system was launched in our organization. We confirm the implementation of the solution in the areas of contracts, orders, and invoices, as well as its integration with the Exact financial system. In all areas, document approval and circulation processes have been streamlined, and control at every stage has been strengthened.”
EFL Leasing
“Given that we have been successfully cooperating with Primesoft Polska Sp. z o.o. for many years in the development of the V-Desk system, we are pleased to recommend it as a supplier of electronic document circulation systems.”
Ariadna SA Fabryka Nici
“The transition to a digital document circulation system involved changes that had a positive impact on the functioning and flow of processes such as invoice circulation, requisitions, purchases and employee requests. The workflow system was launched to handle the circulation of cost invoices, of which approximately 500 are processed each month.
The positive cooperation with Primesoft, whose goal was to digitise Ariadna, allows us to plan the expansion of the V-Desk system with additional modules.”
Beata Karbowniczak, Chairman of the Board
Jass Board
“The switch to digital task and document workflows was our goal, which we were able to achieve with the professional support of Primesoft.”
Mariusz Lisiecki, Information Systems Manager
We will integrate the V-Desk into your systems
The advantage of the V-Desk system is that it can be integrated with virtually any IT system. There is no company on the market that does not already use some software. The whole magic is to integrate any software used in the company with V-Desk in such a way as to improve the business processes in the organisation.
In addition to communication with external field systems, the module also integrates with other workflow system modules. Automatic updating of data makes it possible to keep track of the results of a given investment or project, both from the point of view of its profitability and performance against assumptions or cash flow generation.
