Digital process monitoring that directly impacts finances, relationships, and trust

In any organization that issues a large number of invoices, claims are inevitable. The difference lies not in their number, but in how they are handled.

In practice, claims often come in through various channels: an e-invoice, an email, a letter, a ticket, or a phone call.

Information remains scattered, decisions depend on individuals, and keeping track of disputed amounts and statuses becomes increasingly difficult.

Our solution for managing claims about issued invoices brings order, transparency, and complete control over a process that often goes unnoticed until it becomes a problem.

A standardized process instead of improvisation

The solution digitizes and standardizes the entire dispute process – from the moment a claim is filed to the final decision and financial processing.

Each dispute:

• Is associated with a specific invoice that has been issued,
• Is recorded in one place,
• Has a clearly defined status and a designated person responsible,
• Follows a predetermined decision-making process.

Regardless of whether a claim is submitted electronically or through traditional channels, the process is always the same, transparent, and traceable.

Complete transparency and control

Immediately after a claim is filed, the invoice is assigned the appropriate status and appears in the overviews of disputed documents.

This enables:

• A clear overview of all active claims
• An overview of the total amount in dispute
• A transparent overview of responsibilities and process phases

All attachments, comments, reasons for dispute, and decisions are stored along with the document, ensuring complete traceability and an overview of the entire history of the case.

Faster and safer decision-making

The dispute process is handled through automated workflows that involve all relevant parties:

• Persons responsible
• Consultants as needed
• Department Heads
• Finance department
• And management for larger amounts

Minor claims are resolved quickly, while larger amounts are automatically forwarded for additional approval.
This achieves an optimal balance between speed and control.

Financial security without additional burdens

The solution enables:

• Transparent management of disputed receivables
• Controlled issuance of credit notes
• Proper cancellation of disputed invoices
• Preparation of new, corrected invoices. Once the process is complete, the invoice status is automatically updated, and the dispute is closed without any manual intervention or additional verification.

Advantages of the solution

• Shorter complaint resolution times
• Lower operational and financial risk
• Greater internal transparency
• Clearly defined responsibilities
• A more professional approach to customers

Disputes are no longer an unpredictable drain on time, but rather a controlled business process.

Who is this solution intended for?

• Finance and Accounting departments
• Sales and Debt collection
• Organizations with a large number of invoices issued
• Companies that use e-invoices
• For teams looking for a standardized and scalable process

As business volume grows and more and more people and decisions become involved in the dispute process, this solution provides a framework that supports the company’s growth.

Key value of the solution

We don’t just offer tools.
We don’t just handle disputes.
We are bringing security, transparency, and control to a process that directly impacts revenue and customer relationships.