V-Desk to support Soltex Holding companies

Soltex is a rapidly growing group with Polish capital through the diversification of its activities. The following companies were included in the implementation of the V-Desk system: Everest Development, Holiday Park & Resort, Holiday Park & Resort Gastronomia, Soltex Shared Services Centre.

Situation requiring diagnosis and action

The multi-company nature of the business and the associated diversity of the business poses challenges for the company, mainly of a managerial and organisational nature. In order to maintain a high level of customer service and cooperation with contractors and to increase competitiveness, the decision was taken to digitise selected areas.

In each of the companies, many documents, often paper-based, were processed, ensuring that they were properly circulated and properly processed. Document management and filing was time-consuming, requiring staff to spend time on manual tasks, such as describing documents by hand.

The introduction of an electronic workflow was expected to significantly streamline work, eliminate paper circulation and increase control over processes.

Areas and processes where optimisation measures have been taken

Together with the Primesoft team, we carried out an analysis allowing us to develop measures to:

• Streamlining and increasing the efficiency of cost document workflow processes,
• Digitisation and automation of the correspondence workflow.

Solutions used

In order to achieve the expected benefits, digitalisation has been applied through the launch of the V-Desk system.

e-Correspondence

Nowadays, all documents that constitute correspondence are handled in one place in the system. Thanks to their registration, verification and forwarding to the right person, we have control over incoming letters. They quickly reach the right addressee, and the source of information about the fate of mail is one place. Authorised persons have access to a complete set of information on documents arriving and departing from the company, while searching for information is quick and simple, which minimises time-consumption.

Circulation of invoices

In the invoice workflow process itself, the proposed workflow system ensures that expenses are properly accepted and decreed through controls defined in the system. By introducing a process management tool, we have first and foremost gained oversight of the processes, affecting the saving of time and financial resources. An additional improvement in the circulation of cost documents is the integration with the Symfonia financial and accounting system, enabling the automatic transfer of documents for posting.

Various types of invoices are decreed in the system and, depending on the company, are linked to a separate process of decreeing and describing the cost on the invoice. In order to automate and ensure the smooth running of the process, the system ensures that the individual companies and invoice types are separated. This ensures that the documents always reach the virtual office of the relevant person responsible for the task.

The solution has a system of e-mail notifications of assigned tasks so that the user can respond quickly, e.g. about scheduled or overdue payments.

OCR reader

Application of the OCR mechanism already at the system registration stage. The solution, based on intelligent data reading technology, has been applied to the process of invoice and correspondence circulation, automating manual processes and eliminating the circulation of paper documents. Thanks to this solution, there is no need to duplicate documents or forward them by e-mail.