{"id":16086,"date":"2026-09-14T15:26:33","date_gmt":"2026-09-14T13:26:33","guid":{"rendered":"https:\/\/smartfp.cz\/uncategorized\/no-more-invoice-approval-via-email-foreigners-cz-saves-two-days-a-month\/"},"modified":"2026-10-22T16:07:01","modified_gmt":"2026-10-22T14:07:01","slug":"no-more-invoice-approval-via-email-foreigners-cz-saves-two-days-a-month","status":"publish","type":"post","link":"https:\/\/smartfp.cz\/en\/case-studies\/no-more-invoice-approval-via-email-foreigners-cz-saves-two-days-a-month\/","title":{"rendered":"No More Invoice Approval via Email: Foreigners.cz Saves Two Days a Month"},"content":{"rendered":"\n

How the relocation agency Foreigners.cz replaced lengthy email threads with a streamlined invoice workflow in SmartFP, including the extraction of attachments and export to Pohoda.<\/p>\n\n

\n
\n

Invoices Module<\/p>\n<\/div>\n\n\n\n

\n

100 to 120 invoices per month<\/p>\n<\/div>\n\n\n\n

\n

Export to Pohoda<\/p>\n<\/div>\n<\/div>\n\n

What Has Changed<\/mark><\/strong><\/h2>\n\n
\n
\n

BEFORE<\/strong><\/p>\n\n\n\n

Before<\/strong><\/h3>\n\n\n\n
\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

Approval Processes in Long Email Threads<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

Several people read and monitor the invoice at the same time<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

The accountant manually picks out documents from email<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

Manual posting, in weekly batches<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

It’s hard to keep track of due dates; you can’t see them<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

Invoices sometimes get misplaced or lost<\/p>\n<\/div>\n<\/div>\n\n\n\n

\n

Mon<\/strong><\/p>\n\n\n\n

Today<\/strong><\/h3>\n\n\n\n
\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

Communication and notes directly on the invoice<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

One click in SmartFP instead of 20 emails<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

The data is extracted from the attachment automatically<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

One-Click Export to Pohoda<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

Balances and due dates clearly organized in one place<\/p>\n<\/div>\n\n\n\n

\n
<\/g><\/path><\/g><\/defs><\/svg><\/div><\/div>\n\n\n\n

Nothing gets lost; everything has an audit trail<\/p>\n<\/div>\n<\/div>\n<\/div>\n\n

\n
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~2 days<\/strong><\/mark><\/h4>\n\n\n\n

Monthly savings (accounting)<\/p>\n<\/div>\n\n\n\n

\n

10% of the time<\/mark><\/strong><\/h4>\n\n\n\n

reassigned to another task<\/p>\n<\/div>\n\n\n\n

\n

100+<\/mark><\/strong><\/h4>\n\n\n\n

The number of emails per month decreased<\/p>\n<\/div>\n<\/div>\n\n

<\/div>\n\n
\n

Where Foreigners.cz<\/mark> Got Its Start<\/strong><\/h2>\n\n\n\n

Incoming invoices, especially those sent by email, were processed manually. Approval took place directly within the email, so in more complex cases, long threads would develop where it was easy to get lost. It was difficult for accountants to determine what had actually been finally approved and could be reimbursed and posted to the books. <\/p>\n\n\n\n

Four people were involved in the processing of a single invoice four people:<\/mark><\/strong> namely the service requester, the finance approver, the accountant, and the assistant responsible for ensuring the consistency of expenses in the invoicing system. Everyone read the same long threads. The process from receiving an invoice to posting it to the books could easily take a week to ten days<\/mark><\/strong>; due dates were tracked manually, and twice a month it was necessary to deal with reminders or track down invoices in email. <\/p>\n<\/div>\n\n

<\/div>\n\n

Step-by-Step Guide<\/mark> <\/strong><\/h2>\n\n
\n
\n

1<\/mark><\/strong><\/p>\n\n\n\n

\n

Phase 1<\/mark><\/strong><\/p>\n\n\n\n

The Decision to Go Digital<\/strong><\/p>\n\n\n\n

The accountant was familiar with approval systems from her previous companies and knew that manually circulating documents via email took up too much time. Together with a colleague from IT, they chose SmartFP and decided to implement it before the company launched another major project that would generate dozens of additional invoices each month. <\/p>\n<\/div>\n<\/div>\n<\/div>\n\n

\n

2<\/mark><\/strong><\/p>\n\n\n\n

\n

Phase 2<\/mark><\/strong><\/p>\n\n\n\n

Deployment and Transition to Live Operation<\/strong><\/p>\n\n\n\n

Once the configuration was complete, the Invoices After the New Year module went live. Communication with the SmartFP consultant was helpful; whenever we needed a little nudge, the team responded and provided assistance. <\/p>\n<\/div>\n<\/div>\n\n

\n

3<\/mark><\/strong><\/p>\n\n\n\n

\n

Phase 3<\/mark><\/strong><\/p>\n\n\n\n

Invoice Extraction and Verification<\/strong><\/p>\n\n\n\n

SmartFP automatically extracts data from invoice attachments. The accountant chose a semi-automatic mode: the system retrieves the data, and the user simply reviews it and sends it for approval. Over time, the details for suppliers, VAT, and account assignments were fine-tuned, so today almost nothing needs to be entered manually. <\/p>\n<\/div>\n<\/div>\n\n

\n

4<\/mark><\/strong><\/p>\n\n\n\n

\n

Phase 4<\/mark><\/strong><\/p>\n\n\n\n

One-Click Approval<\/strong><\/p>\n\n\n\n

Approvers no longer read long threads. In SmartFP, they can view communications and notes right next to the invoice and approve it with a single click\u2014even from a mobile device. The system also allows invoices to be returned for additional information with a comment. <\/p>\n<\/div>\n<\/div>\n\n

\n

5<\/mark><\/strong><\/p>\n\n\n\n

\n

Phase 5<\/mark><\/strong><\/p>\n\n\n\n

Export to Pohoda and Payments<\/strong><\/p>\n\n\n\n

Approved invoices are exported to the Pohoda accounting system. A custom option has been added to exclude \u201cunselected documents\u201d (such as advance invoices) from being sent to the accounting system. SmartFP now also generates documents for payment orders. <\/p>\n<\/div>\n<\/div>\n\n

<\/div>\n\n
\n

\u201cGetting SmartFP up and running saved me almost two days of work per month, which is one-tenth of the time I could devote to other things. And most importantly, I\u2019ve gotten rid of a lot of emails\u2014now I only deal with an invoice once it\u2019s been approved in SmartFP. It\u2019s a handy tool that you\u2019ll quickly come to appreciate after just a short time using it.\u201d <\/em><\/p>\n\n\n\n

\n
\"\"<\/figure>\n\n\n\n
\n

Krist\u00fdna Baldrmanov\u00e1<\/strong><\/p>\n\n\n\n

Accountant, Foreigners.cz<\/p>\n<\/div>\n<\/div>\n<\/blockquote>\n\n

<\/div>\n\n
\n

Do you still<\/mark> approve invoices via email?<\/mark><\/strong><\/h2>\n\n\n\n
\n

During this half-hour call, we\u2019ll walk through how you currently handle invoice processing and approval. We\u2019ll show you where there\u2019s the most room for improvement and provide 2 to 3 specific suggestions you can implement right away. No sales pitch. No obligation. <\/p>\n<\/div>\n\n\n\n

\n
Book a 30-minute call<\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

How the relocation agency Foreigners.cz replaced lengthy email threads with a streamlined invoice workflow in SmartFP, including the extraction of attachments and export to Pohoda. Invoices Module 100 to 120 invoices per month Export to Pohoda What Has Changed BEFORE Before Approval Processes in Long Email Threads Several people read and monitor the invoice at […]<\/p>\n","protected":false},"author":16,"featured_media":16087,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_eb_attr":"","inline_featured_image":false,"_eb_data_table":"","footnotes":""},"categories":[37],"tags":[],"class_list":["post-16086","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-case-studies"],"yoast_head":"\nNo More Invoice Approval via Email: Foreigners.cz Saves Two Days a Month - SmartFP<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/smartfp.cz\/en\/case-studies\/no-more-invoice-approval-via-email-foreigners-cz-saves-two-days-a-month\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"No More Invoice Approval via Email: Foreigners.cz Saves Two Days a Month - SmartFP\" \/>\n<meta property=\"og:description\" content=\"How the relocation agency Foreigners.cz replaced lengthy email threads with a streamlined invoice workflow in SmartFP, including the extraction of attachments and export to Pohoda. 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