How to Automate B2B Finance and Reclaim Time | Case Study
See it on video
A step-by-step walk through the module — the same screens this write-up describes.
What is in the recording
- 0:00No more weekends with spreadsheets
- 0:21Full control over revenue and costs
- 0:47Automating invoices, taxes, and commissions
- 2:09Advanced analytics and management dashboards
- 3:02AI reporting and faster business decisions
The Challenge
Replacing scattered spreadsheets with a single system lets finance departments reclaim time and gives management the ability to make sound decisions based on real-time data.
Financial data was scattered across spreadsheets and accounting software, forcing manual consolidation of results. The finance department wasted time on tedious commission calculations, tracking unpaid invoices, and preparing reports, while management had no real-time visibility into liquidity or budget execution.
Key challenges:
- Financial data was scattered across spreadsheets and accounting software, forcing manual consolidation of results.
- The finance department wasted time on tedious commission calculations, tracking unpaid invoices, and preparing reports, while management had no real-time visibility into liquidity or budget execution.
The Solution Process
A financial module was implemented in ProcessApp, centralizing the management of revenue, costs, invoices, and taxes (VAT, CIT, social security contributions).
Manual spreadsheets were replaced with interactive dashboards for profitability analysis, budgeting, and payroll management, supplemented by an AI-assisted reporting feature.
Existing processes for cost categorization, tax settlements, and invoicing were mapped.
The budget structure was then configured in the system, automatic sales commission calculation rules were defined, and analytical views for management were prepared.
Actions Taken
Main Dashboard
Where the CFO once spent weekends consolidating results, they now start Monday with a single view showing current revenue, costs, and profit on a clear chart.
Revenue and Costs
The billing team now has all revenue and costs in one place, creating a reliable single source of truth. The transaction list enables quick verification of operation details, and the analytical summary with trend charts shows the direction of the organization. The finance department gained full control over cash flows, eliminating errors from manual data entry.
Invoices and Receivables
The system now tracks unpaid invoices automatically, and the billing department can view the full document history. Automatic grouping of overdue amounts by client saves time, and the company always knows who owes what, enabling quick action and sound cash flow management.
Liabilities and Taxes
The team automated the liabilities and tax process, aggregating information on VAT, CIT, and social security contributions. Clear charts and tables provide confidence that everything is paid on time, eliminating the risk of error and letting the accounting team rest easy.
Budgets and Payroll
The finance department previously spent hours calculating commissions in spreadsheets. Now budgets and salaries calculate themselves, and execution status is available at any time. Configured automatic commission calculation rules ensure error-free, on-time payouts, allowing the team to focus on real analysis rather than manual data entry.
Advanced Analytics
Significant time savings allow the CFO to work with a comprehensive analytics dashboard that is ready before their morning coffee. Switching between tabs, they explore results, revenue structure, and the ratio of receivables to liabilities. Visualizations quickly reveal project and category profitability. The team can see where the company earns the most and where costs are getting out of control. Deep real-time liquidity analysis — previously impossible due to scattered files — now allows management to understand the company's financial health without waiting weeks. All knowledge about costs and margins is available with a single click, supporting investment planning and stable business growth.
AI Reports and Plan
The culmination of the digital transformation is full transparency for company management. Plan analysis compares targets against actuals in charts and tables. Key financial indicators provide data for decision-making. The artificial intelligence module generates reports with summaries and recommendations, enabling management to quickly make key decisions based on facts.
Results Achieved
What changed
Before the deployment
- Financial data was scattered across spreadsheets and accounting software, forcing manual consolidation of results.
- The finance department wasted time on tedious commission calculations, tracking unpaid invoices, and preparing reports, while management had no real-time visibility into liquidity or budget execution.
After the deployment
- The billing department no longer needs to manually compile data for reports, and commission calculations and receivables monitoring are handled within a single system.
- Management has constant, immediate access to liquidity indicators, plan-versus-actuals comparisons, and AI-generated summaries.
Screens from the deployment
