Managing a distributed team of several hundred employees is a challenge, especially when processes rely on paper, Excel, and multiple independent tools. A lack of centralization means limited transparency and a significant amount of time spent on routine administrative tasks. See how a modern homeschooling organization automated its business processes with Qalcwise.

Wprowadzenie

In recent years, homeschooling has become a viable alternative to traditional education, and organizations operating in this field must combine flexibility with increasingly large-scale operations. Our client, a homeschooling company offering a remote learning model for students at various stages of their education, also faced these challenges.

The organization emphasizes a flexible approach, combining an online platform, teacher support, and access to digital teaching materials. It operates on a distributed model: teachers, consultants, and administrative teams work from different parts of the country, combining remote, hybrid, and in-person work. This structure requires efficient coordination and transparent team and documentation management processes.

challenges before implementing automation and digitization of business processes

Before implementing a no-code solution, our client faced challenges typical of an organization managing a distributed team. These included:

• Lack of electronic document circulation system: Leaves, invoices, and other documents required printing, signing, and physical submission. This was especially problematic for a distributed team.
• Paper circulation and reports in Excel: Timesheets were kept in paper format and in Excel files. Remote workers sent documents by post, which lengthened processes and hindered ongoing access to information.
• Data dispersion in many places: The team had to use several different tools for time tracking and task management. The lack of a single source of data hindered overall visibility and effective management.
• Lack of control over working time: The organization lacked the ability to track how much time employees spent on specific tasks. This limited its ability to analyze workload and optimize resources.
• Time-consuming data verification: The previous workflow required supervisors to verify and complete data at the end of each month for each employee. This process consumed many hours of work each month.

Why our client chose Qalcwise?

The organization was looking for a flexible system to automate business processes. Previously analyzed solutions proved too rigid and unable to be customized to individual needs.

We were looking for a flexible system without pre-defined limitations. In previous solutions we'd explored, there was always a point where we realized something couldn't be done because the system was closed. When we started talking to Qalcwise, a wide range of potential applications opened up.
Representative of the digitalization team, Qalcwise client

Areas of use Qalcwise

The client implemented Qalcwise as a comprehensive process management solution, including both standard modules and dedicated functionalities tailored to the specific needs of a distributed team.

Key areas:

• Personal report: A management dashboard that gathers all the most important information in one place. Employees have complete visibility into their data, from work hours to vacation time, and managers can easily monitor the team. The report details how much time each employee spends on specific tasks, something previously impossible.
• Worksheets: Each employee completes a daily timesheet, recording the time spent on specific tasks. This is a key tool for analyzing workload. The organization can determine whether resources are being allocated appropriately, whether additional team support is needed, or whether employee allocation can be optimized.
• Invoice flow with AI: The system uses AI technology to automatically recognize and process invoices. This replaces previous OCR solutions and significantly accelerates accounting processes.
• Schedule and availability calendar: A dedicated solution for operational teams that allows for absence planning in line with organizational requirements. The system ensures that the appropriate number of specialists is always available.

Additionally, the client benefits from modules for time tracking, task scheduling, managing leave and absence requests, managing medical certificates, and managing departmental, monthly, and vacation reports. The system also includes employee rosters and timesheet approval at all levels of the organization.

AI in invoice circulation

Our client uses artificial intelligence to automatically recognize and process invoices. AI extracts data from documents, eliminating the need for manual information entry and significantly accelerating accounting processes.

We use AI to automatically read invoices. (…) AI is a new solution that is constantly evolving and has enormous potential.
Representative of the digitalization team, Qalcwise client

The organization sees potential in further use of AI, especially in the area of ​​​​automating accounting and HR processes.

Implementation effects in numbers

As the organization grows, the scope of Qalcwise's use at the client's site systematically expands, responding to growing business needs.

Current scale of use:

• 800+ users actively using the system,
• approximately 1000 invoices per month processed by the platform using AI,
• 400+ leave requests per month,
• approximately 15,000 job cards per month.

Benefits from the implementation of business process automation

The implementation of Qalcwise brought the client tangible benefits in many areas of its business, including:

• Time savings for employees and supervisors: Employees are now responsible for their own timesheets. Team leaders have saved dozens of hours previously spent verifying and completing data for individual team members.
• Centralization of processes in one system: All processes, from leave to invoicing, are now handled in one place. Employees no longer need to print or send documents, and instead of using multiple tools, the organization uses a single, unified system.
• Automatic control and monitoring of limits: The system automatically monitors working hours, leave limits, and other organizational rules. Instead of having to manually verify each case, Qalcwise does it for them, minimizing the risk of errors.
• Control over expenses and acceptance stages: Electronic invoice flow ensures complete control over expenses and a transparent approval process at various levels of the organization. This allows for insight into every stage of the document flow.
• Transparency for all levels of the organization: Both employees and managers have access to the information they need in a personal report. Everyone can see how much time they're spending on specific tasks, making it easier to manage workload and make decisions about resource allocation.

For me, the biggest benefit is saving time in my daily work. Now I don't have to do it for the entire team. Each employee is responsible for their own data.
Representative of the digitalization team, Qalcwise client

Partnerships from Qalcwise

Successful implementation is not just about technology, but above all, the quality of collaboration. A collaborative approach, flexibility, and a willingness to collaborate on solutions ensured that every challenge was effectively addressed.

The collaboration is effortless despite the difficult topics. I've never been told it couldn't be done. If something was difficult, I was always shown the pros and cons of the solution or offered a specific alternative. No case was left unresolved.
Representative of the digitalization team, Qalcwise client

The organization is consistently developing process automation. Plans include implementing modules for managing HR documents upon hiring, expanding the employee evaluation system, and tools for managing payroll transparency. The next step will be HOT Inbox – a feature that will automatically download invoices from a dedicated email inbox, read their content using AI, and prepare them for circulation without user intervention.

This project demonstrates that electronic document flow is not a one-time implementation, but a continuous improvement process that allows organizations to effectively manage a distributed team and maintain full control over processes.

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