A spreadsheet is not a library

A company that sells books naturally works with a great deal of information. But contracts, employees, branches, inspections and invoices are not the kind of reading you want to look for in a different volume every time. Some of the data sat in Excel, some in email and the rest in shared folders. Finding the right piece of information occasionally called for something close to a librarian’s training.

DOBROVSKÝ therefore looked for a solution that would bring the separate records into one clear system. DATIFY was first presented to the company on 24 April 2025. Around the table sat Petr Dobrovský, his son, and technical director Tomáš Kult. The meeting went well and the interest quickly turned into a decision. On 27 June 2025 the company bought DATIFY.

One place for what used to be everywhere

DATIFY gradually became the common point for a range of company agendas. The company uses it to keep records of employees and where they work, suppliers, cost centres, branches and internal directives. That information is more than rows in a table: links between data sources let an employee be connected to a specific branch, a piece of equipment or the documents that belong with them.

Branches are an important reference point for DOBROVSKÝ. DATIFY brings together information from the head office, the stores and other workplaces, and makes it possible to build clear views over it. Users no longer need to know the structure of the original folders or guess which file a colleague changed last.

Contracts that watch themselves

A significant part of the setup is the record of commercial and lease contracts and bank guarantees. DATIFY uses AI to extract the important details from the documents and turn them into structured data. Next to the original document, users can see the parties, the subject of the contract, its status, its validity and the dates that matter.

For lease contracts the information can be linked to a specific store, so it is possible to watch not only the expiry date but also the moment when talks about an extension need to start. Reminders alert the right people in time. A contract therefore does not disappear into a binder, or into a folder named “final_version_really_the_last_one”.

Inspections without hunting for certificates

DATIFY helps in the same way with inspections, checks, fire safety, driver training and health-and-safety documentation. Every record carries the workplace or employee it concerns, the date it was carried out, how long it stays valid and the original attachment.

Deadlines can be filtered and sorted by urgency, so the person responsible can see what is about to expire and what has already been done. Instead of tracking certificates down after the fact, there is a living record to work with as things happen.

From invoice to approval

The record of incoming invoices moved into DATIFY as well. AI extraction turns the details from the document into prepared columns and the invoice then travels to the right approver. The status shows whether an invoice is waiting for a decision, has been approved, rejected or posted.

DOBROVSKÝ uses the same principle for vehicles, company assets and handover protocols. The document stays attached to the record itself, so it is available together with the current status exactly where users expect to find it.

When a user writes more than “it doesn’t work”

Michaela Krýchová, data analyst at DOBROVSKÝ, plays an important part in how the solution develops. It is clear from her exchanges with our team that she does not see DATIFY as a finished box the company has to adapt to. She looks for ways to use the system for increasingly advanced scenarios.

Her suggestions therefore often go beyond ordinary user support. She works on automatic document upload, processing through the API and the AI extraction that follows. For automations she proposes more flexible handling of data, dynamic date calculations, or sending a notification to the user named in the record itself.

When she runs into unexpected behaviour, she does not send a vague “it isn’t working”. She adds the specific situation, describes the expected result and often suggests a possible cause herself. For the DATIFY product team that kind of feedback is exceptionally valuable. Some requests can be solved by changing a setting, others go straight to development and help decide where the app should go next.

A system that keeps growing with the company

Today DATIFY connects operational, HR, contractual and financial information across DOBROVSKÝ. It replaces scattered spreadsheets and folders with one workspace in which data, documents, deadlines and responsibilities are part of a single whole.

The DOBROVSKÝ story is not only about digitising existing records, though. It is also about steadily finding further ways to use the data, automate it and connect it to surrounding systems. And it is thanks to active users who not only use the app but think about it that DATIFY can keep improving.

Because a good information system has one thing in common with a book: when it is well arranged, you always know where to look.