We are certain that many of our clients are also familiar with the various issues related to invoicing and subsequent accounting that we have encountered in our company in the past. That is why we decided that sharing our challenges—and, above all, our experiences with how the Accai online invoicing system helped us resolve them—would be useful to you.

The Situation in Our Company in the Past

Since the advance invoices for establishing the s.r.o. and the business license were created exclusively by employees, even though we are a small company, we had to purchase several accounting software licenses, which was a financial burden. Given our specific invoicing system, we needed different user accounts with varying access rights. Only the company’s managing director generated invoices, but he had to focus on business development, so invoices were often not issued on a daily basis. Bank statements had to be imported manually, which was time-consuming; as a result, invoices were not matched with payments in real time, and the system did not provide an immediate overview of the company’s financial status.

Different Users and Access Levels

Accai offers various access levels with different permissions for users—from company owners to various employees with different job responsibilities. This ensures that no unauthorized person can view information they are not supposed to see or gain access to payments unless they are authorized to do so.

Creating Invoices and Pro forma Invoices

In the online invoicing system, we can quickly and easily create advance invoices with our own design and logo. Since individual documents in Accai are linked, we can create a document from another document with literally just two mouse clicks. For example, this is how we create an invoice from a pro forma invoice. The information on invoices is automatically populated from the company settings; there’s no need to enter it manually.

All advance invoices issued in Accai include a QR code. This allows clients to pay quickly, easily, and without errors. Thanks to the integration of the online invoicing system with open banking, payments are automatically matched to invoices. Billing clerks can see invoice payments immediately and check the status of paid and unpaid invoices at any time. Based on this information, they can process documents for the client immediately after payment is received, in cases where payment in advance is required.

At Bright Ideas, we don't use absolutely everything Accai has to offer. Through our accounting firm, TaxWise, we also use the following useful and practical features that Accai provides.

Automatically generated and sent reminders

At our company, we bill for our services after the fact, so we sometimes ended up with several unpaid invoices. An automated system for generating and sending reminders elegantly solved this problem. We divided our clients into different groups (long-term, one-time, others) and set up specific reminders and payment notices for each group regarding unpaid invoices. To best tailor our approach to individual clients, each group has different rules for sending reminders, different text, and different time frames. 

This automation of reminder notifications has demonstrably improved our cash flow, saved us time that would otherwise have been wasted on manually creating reminders, reduced negative emotions, and improved our relationships with clients.

Centers and Activities

The Accai system allows you to allocate the company's revenue to cost centers and activities. For example, in our company, we have revenues broken down by cost centers: “Accounting,” “Payroll,” “Consulting”… and further by activities, such as revenues from “Individual Income Tax” and “Corporate Income Tax”… In this way, Accai can provide a practical overview—both visually and graphically—of the company’s revenue from each cost center and activity on a monthly basis.