Invoice Posting Automation – Case Study
Client and Challenge
JW Construction is a company executing complex projects that generate a large number of cost invoices. The client’s challenge was the posting process:
- each invoice had to be assigned to a project, and in many cases split between several different projects,
- it was necessary to mark the Cost Center (MPK) and the relevant General Ledger (G/L) accounts,
- documents circulated between multiple departments before being posted,
- the process was time-consuming and error-prone.
Result: payment delays, heavy workload for the accounting department, and low transparency of document flow.
Project Goal: Automating Invoice Posting
JWC expected a solution that would:
- simplify and accelerate invoice posting,
- minimize human errors in assigning projects, Cost Centers, and G/L accounts,
- ensure visibility into invoice status at every stage,
- facilitate payment control and improve financial flow.
Haergi’s Solution
The Haergi team analyzed the process and implemented a dedicated API integrated with SAP. The solution included:
- building data dictionaries in SAP covering projects and their nodes, G/L accounts, and Cost Centers. These ensure users always have access to consistent, up-to-date data,
- a posting-supporting API that automates assigning invoices to the correct projects and Cost Centers and enables quick cost allocation across multiple units,
- automated validation – the system detects posting errors during data entry, before the document enters SAP,
- integration with SAP enabling remote postings directly from the application.
Results: Automated Invoice Posting
The implementation delivered measurable results:
- shorter invoice processing time – the accounting department receives pre-posted documents in SAP, accelerating payment processing,
- reduced number of errors thanks to automatic data validation and use of dictionaries,
- full process transparency – employees can check the status of an invoice at any time,
- improved payment control – faster postings support timely settlement of liabilities,
- reduced employee workload – less manual work, more time for analytical tasks.
The project for JWC demonstrated that well-designed automation of accounting processes directly improves organizational efficiency. With Haergi’s support, JWC achieved:
- streamlined invoice workflow,
- fewer mistakes,
- greater transparency,
- faster payment processes.
Accounting process automation is not only about technology but, above all, about real relief for the team and faster document circulation.
Do you want to check which processes in your company can be optimized? Explore other Haergi case studies. Contact us.