Invoices, vehicles and contracts in one workspace

Growing operations mean growing paperwork

WC Servis is a Czech company that has rented out portable toilets and sanitation equipment since 2011. It handles rental, transport, regular servicing, maintenance and other related services.

Day-to-day operations bring in a large volume of documents. Incoming invoices cover vehicle repairs, spare parts, tyres, wastewater disposal, rent, energy, protective equipment and other operating costs.

Beyond invoices, the company needs an overview of its vehicles, employees and contracts. Individual documents are handled by different people, who are responsible for reviewing and approving them.

DATIFY gave WC Servis a single digital workspace in which these agendas can be split up, structured and opened to the people responsible for them.

An invoice becomes a structured record

An uploaded invoice does not stay in DATIFY as just a stored PDF or image. Using AI extraction and OCR, the system reads its content and moves the important information into prepared columns.

For incoming invoices WC Servis records, for example:

• the supplier and what the invoice covers,
• the issue and due dates,
• the amount with and without VAT,
• the document number,
• the cost centre or branch,
• the vehicle registration number,
• the person responsible,
• the approval deadline,
• the review and payment status,
• a comment on the document.

AI extraction cuts down the amount of data that has to be retyped by hand. The document turns into a structured record that can be reviewed, completed, filtered, passed on to the person responsible, and used for clear statistics.

Every area has its own structure

An invoice for a vehicle service carries different context than one for rent, energy or protective equipment. That is why WC Servis does not keep all invoices in one universal table.

DATIFY makes it possible to create separate data sources and tailor their columns to a specific purpose. For vehicle repairs the company can record the registration number and the type of repair, for properties the specific branch and cost category, and for protective equipment the type of gear purchased.

Columns can hold text, numbers, dates, attachments, select values or specific users. The structure of each source therefore matches the real process in the company.

Five data sources and a thousand files

WC Servis split incoming invoices into five data sources according to the area they relate to:

• vehicles, spare parts, repairs and tyres,
• wastewater treatment plants,
• properties, rent and related services,
• personal protective equipment,
• other repairs.

Splitting the data into separate sources replaces sprawling folders and tables without a common structure. Every document is stored in the right context and comes with the details needed to process it further.

A clear invoice approval workflow

Once an invoice has been extracted, DATIFY holds a record with everything needed to review it. WC Servis tracks the person responsible, the approval deadline, the review status, payment information and any comment.

The workflow is driven by user permissions and by the relevant columns and their values. People update the status of a document directly in DATIFY. In one place they can see who the invoice was assigned to, when it has to be approved, whether it has been reviewed and whether it has been paid.

The process has clear steps and clear responsibilities, without having to track its progress in separate spreadsheets or dig through email threads.

Responsibility is part of every document

A user responsible for assessing an invoice can be assigned to it. WC Servis uses this for vehicle repair documents and other operating costs. The record itself shows who has to review the invoice and by when. Comments hold the rest of the context: confirmation that the amount is right, an explanation of a discrepancy, or a note that the document was returned.

The information stays with the document it belongs to. Other authorised users can get their bearings quickly, without forwarded emails and follow-up questions about the current state.

Everyone has access only to what they actually work with

Not every employee needs the same options and access to the same information, nor should they have it.

Roles and permissions determine who can administer a given data source, who can edit its content and who can only view the data. For standard user accounts, access to a chosen source can also be removed entirely.

The company can therefore involve more people in processing documents and divide responsibility between them, while keeping the individual operating areas apart.

Finding a document takes seconds

Because the data is extracted and structured, people do not have to open files one by one. Invoices can be filtered, sorted and grouped by the information held in the columns: documents assigned to a particular person, invoices not yet reviewed, records by due date, or every repair relating to a given vehicle.

The data can also be broken down by supplier, cost centre, branch or type of cost. What used to be separate documents becomes a clear database, usable even for retrospective analysis, without needing a data analyst.

Digitisation does not stop at invoices

WC Servis applies the same principle in other parts of the company. DATIFY holds its HR documents, contract records and vehicle-related information. For the fleet it can track individual vehicles, their drivers, servicing, insurance and key dates. The HR agenda can cover employees, employment contracts, medical checks or assigned equipment. Contract records help keep an overview of documents, obligations and related deadlines.

Each area can have its own structure and its own access permissions, while remaining part of one company workspace.

A solution that adapted to the company

WC Servis considers the intuitive setup of data sources one of DATIFY’s strengths. The company can add columns, change how data is divided up and create new areas as its needs evolve. It did not have to bend its operations to fit a rigid system.

One workspace for documents and the processes around them

Digitisation at WC Servis is not about replacing paper with an electronic file. AI extraction turns invoices into usable data, separate data sources give that data structure, and roles, permissions and status columns drive what happens next.

The company gained one digital workspace for record keeping, searching and running its day-to-day administration.