Cost invoice system: import from KSeF, assignment to the project, acceptance of the manager, sharing of costs and preparation of data to Comarch Optima.
The company implementing many construction projects needed to organize the process from the impact of the invoice with KSeF, by assigning the cost to the construction, to the acceptance of the project manager and to transfer the document to accounting.
The process was based on e-mails, sheets, phones and manual assignment of invoices to projects. The biggest challenge was to control the status, cost, responsible person and the readiness of the document to handle at Comarch Optima.
Indicative values. Actual results depend on the number of documents, the current process, data quality and the scope of integration.
The model client has multiple investments at the same time. Each construction generates costs of materials, subcontractors' services, transport, equipment rental, technical purchases and administrative costs.
The biggest challenge is not just posting the invoice, but determining which construction the cost applies to, who should accept it, whether the document is consistent with the order and whether accounting has all the information for assignment.
Before implementation, the process was based on multiple communication channels: e-mails, spreadsheets, telephones and manual description of documents. Any ambiguity stopped the invoice and required additional determination.
Documents go to different boxes, folders and sheets. It is difficult to quickly determine which invoices are new, accepted or stuck in the process.
The cost must be associated with construction, order or MPK. Without common dictionaries, it is easy for the description to be incomplete or for the document to be returned for correction.
The project manager receives questions by e-mail or phone, and accounting does not see where exactly the document stopped.
Acceptances, corrections and comments are scattered throughout the messages. Over time, it is difficult to reconstruct who made the decision and why.
One invoice may cover several construction sites. Without validation of sums and distribution history, the risk of ambiguity in allocation increases.
Accounting receives documents with a missing description, an incomplete project or without confirmation from the responsible person.
Design costs are only visible after manual data collection. Management does not have a current view of pending invoices.
Spreadsheets help in the beginning, but when there are larger numbers of documents, they make it difficult to control versions, statuses and responsibilities.
Click on a step to see the responsible role, approximate time and step description. The animation is calm and shows the logic of the process, not the guaranteed service time.
The document is entered into the invoice register with basic data and source of origin.
The application acts as the operational layer between KSeF, business users, and the accounting system. It does not replace Comarch Optima, but organizes the stage before accounting: document description, approvals, history, cost split and data preparation.
The calculator shows an approximate amount of time that can be recovered by reducing manual activities. This is not a guaranteed financial result.
Example: 800 invoices × 5 min savings on the invoice gives approx 66,7 hours per month. The actual effect depends on the process, integration and team work.
Comarch Optima remains an accounting system or ERP. The dedicated SmartCodeIT application can act as an operational layer in which users describe the invoice, accept the cost and prepare the document for accounting.
The system prepares data in a structured format and accounting imports it or transcribes a limited range of information.
Data goes to swap files, an intermediate database or an import queue, reducing manual operations.
The system communicates with ERP via API or a dedicated connector if the client's environment and technical requirements allow it.
| Area | Before implementation | After system implementation | How to measure |
|---|---|---|---|
| Invoice status | Email / Excel / telephone inquiries | One status in the system | Number of invoices without status |
| Acceptance time | A few days and manual reminders | Shorter, controlled workflow | Average time from receipt to acceptance |
| Project description | Manual, often incomplete | Required fields and dictionaries | Number of invoices reversed for completion |
| Cost allocation | Findings outside the system | Amount or percentage division in the application | Number of split invoices |
| Accounting work | Inquiring about deficiencies | Documents with complete data | Number of inquiries to departments |
| Reporting | Manual reports | Project Costs Dashboard | Report preparation time |
In invoice circulation, security means protecting files, but also controlling who can see the document, accept the cost, change accounting data or start export.
This case study presents an anonymized, model implementation scenario based on the typical needs of construction and design companies. It does not contain customer names, financial data or information identifying a specific organization. All indicators and calculations are indicative and should be confirmed during pre-implementation analysis.
The most important difference is not the technology itself. The team moves from manual arrangements, sheets and messages to a process with clear statuses, inputs, case ownership and a place to check for exceptions.
The scope of modules can be narrowed down to MVP or expanded in subsequent stages after testing with users.
Viewing invoices waiting, after the deadline and until the decree.
Central register of invoices with data of the counterparty, amount and source.
Control of accepted and waiting costs for buildings.
Linking the invoice to an earlier order and quota control.
Panel project manager with preview, comment and decision.
The accounting panel for sharing costs and exports to Optima.
Cost reports, acceptance deadlines and burden of persons.
Administration of users, roles, dictionaries and integrations.
We map the current course of work, data sources, roles, exceptions and place of manual copying.
We establish statuses, rules, human responsibility, input data, integrations and reception criteria.
We show the first layout of screens, modules and flow before the full implementation range is created.
We build the most important part of the system that can be tested on actual customer data.
We combine the application with API, exchange files, databases, accounting systems, CRM, BI or automation.
After the tests we start production, monitor the process and plan further modules.
In any similar project, automatic steps must be separated from human decisions. Thanks to this, the system helps reduce manual work, but does not hide errors, exceptions and responsibilities.
Determine which data is primary and how we handle missing data, duplicates and inconsistencies.
Each case should have a stage, a responsible person and a clear moment of reaction.
Integration, import, AI or automation errors should be visible in the dashboard or report.
High-risk steps, financial documents and contentious decisions require human approval.
No. In most cases it complements Comarch Optima and supports the operating process before booking: acceptance, design assignment, status, workflow and cost control.
Yes. The safest place to start is by importing invoices, assigning to the project, acceptance and accounting panel. OCR, AI and reports can be added later.
Yes. The application can work locally, on VPS or in the cloud. The decision depends on security policy, infrastructure and integration.
Yes, the system can be prepared to download or support data from KSeF in accordance with the requirements of the customer process.
Yes. The invoice may be broken down by percentage or by quota between several projects if the client's accounting process provides for this.
SmartCodeIT can help you design your process, prepare MVP and implement an application tailored to your organization. We start with a short conversation about data, tools, exceptions and business purpose.