Can artificial intelligence be implemented in financial processes in just two days? MCPP Poland proves it! See how to transition from traditional document workflows to intelligent business process automation.

Wprowadzenie

MCPP Poland is the Polish branch of Mitsubishi Chemical Group – a global giant in the chemical industry. The company supplies advanced, specialized polymers for the automotive, construction, medical, and packaging industries. By combining the resources of a global corporation with the knowledge and experience of a local team, MCPP Poland is a reliable partner for the most demanding clients.

Problems related to the traditional circulation of financial documents

Before implementing Qalcwise, MCPP Poland faced typical challenges faced by companies operating with traditional, paper-based document flow.

• Paper invoice circulationDocuments were physically transferred between departments. Each invoice required manual annotation and personal approval, significantly increasing processing time and the risk of errors.
• Loss of control over documents: The lack of a central system resulted in invoices remaining languishing at various stages of the process without clear information about their current status. Identifying the document's location and the person responsible for the next step required additional time.
• Limited visibility of the purchasing process: Orders recorded outside the main ERP system created a parallel flow of information. Upon receipt of an invoice, it was difficult to quickly verify the order history and authorization process.
• No real-time monitoring possible: Without digital tools, it was impossible to track the status of documents. Employees spent time determining the status of a given request or invoice.

Jak Qalcwise streamlines processes financial in MCPP Poland?

MCPP Poland began working with Qalcwise five years ago. Over time, the system's scope of use has evolved—from basic digitization to advanced solutions.

• Electronic invoice circulation: Qalcwise enables complete invoice lifecycle management – ​​from entry into the system, through substantive verification and approval, to submission for accounting. Each stage is documented, and progress can be monitored continuously.
• Smart document assignment: The system remembers which person is responsible for invoices from specific suppliers. Qalcwise automatically suggests the responsible employee for subsequent documents, reducing repetitive tasks and speeding up the process.
• OCR and artificial intelligence for reading invoices: The latest implementation is a module that uses artificial intelligence to automatically recognize invoice content. The system reads key data, eliminating the need for manual data entry and significantly accelerating the process.
• Demand management: Qalcwise handles the process of creating and approving requisitions. Once approved in the system, the requisition is sent to a purchasing officer, who then generates a formal purchase order in the SAP system.

Artificial intelligence in invoice circulation – OCR implementation

The latest stage of digitization at MCPP Poland was the implementation of an artificial intelligence module for automatic invoice recognition. Implementing OCR technology took just two days, demonstrating how efficiently it is possible to expand the existing system with advanced functionalities. The module retrieves data from invoices and automatically reads it, eliminating the need to manually enter information into the system.

The use of OCR technology significantly improves the invoice entry process – it is noticeably faster and more efficient.
Piotr Krawczyk, Site Manager, MCPP Poland

Implementing AI is just the beginning of planned improvements.

effects automation of financial processes

The implementation of Qalcwise brought MCPP Poland tangible benefits in its daily work.

• Elimination of paper and physical document circulation: Documents no longer need to physically circulate between departments. Digital circulation has eliminated the problem of missing documents and the need to manually annotate them.
• Accelerate document processing: Automatic content recognition thanks to OCR has significantly reduced the time it takes to enter data into the system. Employees no longer have to manually enter information, eliminating the risk of errors and allowing them to focus on substantive verification.
• Reduction of repetitive activities: The system remembers document assignments to responsible individuals. This avoids multiple entries of the same information and automates routine decisions in the process.
• Full control and transparency: The digital system provides real-time visibility into the status of each document. It's easy to determine the current stage of a document's development and who is responsible for it.

Partnerships from Qalcwise

One of the key factors in implementing a successful solution is the quality of collaboration between the supplier and the client. In the case of MCPP Poland, the relationship with Qalcwise is based on rapid communication and efficient implementation of reported needs.

I have no complaints—every inquiry is answered quickly. No issue goes unanswered for long. Any changes are implemented efficiently and without delay. Our collaboration is very positive.
Piotr Krawczyk, Site Manager, MCPP Poland

The company appreciates above all the responsiveness of the Qalcwise team – every query receives a quick response, and changes to the system are implemented without unnecessary delays.

Implementation effects in numbers

The implementation of Qalcwise at MCPP Poland began five years ago, and the system continues to evolve to meet the changing needs of the organization. The first three applications – invoice workflow, requisitions, and orders – were implemented in just 3 weeks. The latest AI module with OCR technology was implemented in a record time of 2 days.

Current scale of use:

• about 30 users working with the system on a daily basis,
• up to 500 invoices processed per month.

MCCP Poland consistently develops the scope of automation. The next step will be integration with the KSeF system. The company also plans to implement a solution that will automatically connect to the email inbox, so that invoice flow is automated at this stage and takes place without user intervention. MCPP Poland demonstrates that Automation of financial processes is a path that brings tangible results, and the systematic implementation of subsequent improvements allows the organization to remain at the forefront of digital transformation.

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