ERP implementation for a technology company

"I remember that moment when an invoice for 200 thousand passed by my desk that we should have paid a month ago. It simply got lost in emails," recalls the company director.

The company processed dozens of incoming documents daily:

• Invoices were getting lost in various email inboxes
• Data boxes were not regularly monitored by anyone
• Sick leave certificates and official correspondence were mixed with regular emails
• There was no central system for tracking processing status

Each project was an island:

• Documents scattered across different folders
• Unclear who was responsible for what
• No overview of work progress
• Recurring tasks were forgotten or done multiple times

• Cost centers existed only on paper
• Approval processes were chaotic without clear rules
• Asset records were maintained in Excel
• Reporting took entire days of manual work

We implemented an intelligent system for document processing:

• Intelligent record processing: The system processes a wide spectrum of documents – from regular invoices through tax documents to special documents like contract validity notifications. Each document has a clearly marked status (Completed/Error) and automatic assignment to the correct workflow.
• Alert system with detailed tracking: We implemented an advanced alert system that tracks for example "New email see email from Peti" with precise timestamps. The system recognizes different types of communication and automatically categorizes them by priority and action type.
• Data box integration: The system automatically connects to data boxes, downloads all messages and sorts them by type – sick leave certificates to a special folder, official correspondence by sender, invoices to approval workflow.
• URL sanitization and security: We implemented advanced sanitization for secure processing of various URL address formats in emails, including non-standard formats of Czech institutions.

We created a unified dashboard with real-time overview of all tasks, projects and their statuses. The system uses intuitive color coding for immediate visual overview:

• NOT STARTED(light blue) – new tasks waiting to begin
• STARTED(gray) – tasks in process
• CONSULTATION(orange) – tasks requiring discussion
• COMPLETED(green) – completed tasks
• TAKEN OVER(green) – handed over tasks
• ARCHIVE(purple) – archived items

We implemented a system of instant notifications displayed directly on the right side of the screen. Users see active notifications like "Request for reading has expired" with the possibility of immediate action.

• Project management by complexity: The system records different types of projects from simple ones like "LN Finance" (number 63) to complex ones like "CRM Installation". Each project has a clearly designated responsible worker and current status (New/Assigned).
• Multi-project organization: The system allows filtering and organizing projects by priority and type.

• Automatic routing: Invoices are automatically routed to the correct approvers based on value and type. The system respects hierarchy and authorities.
• Cost centers: We implemented automatic cost sorting by centers with the ability to track budgets and generate reports in real-time.
• Asset records with lending: System for company asset records with the possibility of lending to employees including tracking who has what borrowed and until when.

• Backend: Python-based system with FastAPI for high performance
• AI component: Custom models for OCR and NLP document processing
• Database: Relational database with optimization for fast searching
• Security: Multi-layer security with auditing of all operations
• Integration: RESTful API for connection with external systems

Implementationof a comprehensive ERPsystembrought automation of key processes – AI now automatically reads invoices from emails, extracts data and routes them for approval according to expense type, while data boxes are automatically downloaded and sort official correspondence by sender. Project management gained central records of all projects with status overview and responsible persons, approval processes were automated so that invoices are split by items and routed to the correct approvers.

Basic everyday processes were simplified – email communication now uses group mailboxes with hierarchical thread display, calendars and reservations function as shared calendars with automatic meeting room and vehicle reservations including approval. Contacts allow one person to have different details for different organizations and internal processes gained unified case management for IT, HR and building administration in one place.

The situation escalated gradually. The company had quality products and was growing, but administrative processes were lagging behind. Invoices were regularly getting lost in various email inboxes, data boxes were checked randomly by whoever remembered. Projects lacked clear structure – documents scattered across folders, unclear responsibilities, recurring tasks.