Convicta Treuhand AG accelerates accounting processes for their clients with automation from DeepBox.

Challange

Needless duplication of patient invoices was frustrating their client.

As a fiduciary with three offices around Lucerne, in Switzerland, Convicta Treuhand AG is very concerned with the accuracy and efficiency of their accounting work. However, traditional methods of invoice reporting by their clients, including bringing in receipts by hand to their offices, or scanning and sending them by email, have long been susceptible to omissions or illegible documentation.

Moreover, clients in certain sensitive industries such as healthcare face heavy scrutiny of their invoices. Regulations requiring duplications of invoice create a significant bureaucratic burden for small client companies.

One such client is Rettungsdienst Seetal, a rescue service in Hochdorf that is regularly dispatched to over 2,100 missions per year. After a mission, the private services provider must complete a multistep billing protocol before administration can invoice, handle settlement and pay staff. According to Convicta Treuhand, it was always a major complaint that, for bureaucratic purposes, every patient invoice had to be issued twice.

Solution

DeepO automated data entry for DeepBox ‘greatly simplifies’ annual accounts.

As long-time users of Abacus software and desiring to push their own services towards greater efficiency, digitalisation and automation, it was a natural fit to start using DeepCloud products for Convicta Treuhand. 

They particularly value DeepO, that leverages artificial intelligence and machine learning for intelligent data recognition. It can read, understand, import and classify invoice data automatically. The system will instantly acquire information like who created the invoice, the invoice amount, and whether VAT was applied, saving time and reducing error by eliminating manual input. According to Milomirka Komatina, a client manager at Convicta Treuhand AG, DeepO “greatly simplifies the annual accounts because everything is already linked up. It works flawlessly.”

With their client Rettungsdienst Seetal, the private rescue services provider, they have set up a shared DeepBox so that the client can import invoices directly from their end – and directly from their smartphone. With scan and upload functionality, uploading documents to the DeepBox is quick, easy and intuitive for clients.

Rettungsdienst Seetal does their financial accounting in Abacus. When they file an invoice in DeepBox, it is instantly available to their fiduciary, Convicta Treuhand. The system automatically creates the patient in Abacus from the data and relevant information in the invoice, rendering time-consuming, error-prone manual entry entirely superfluous. “Everything is perfectly recorded in the accounting system, says Tamara Merz, certified paramedic at Rettungsdienst Seetal. “For us and for the accountant, a large part of the work is already done.”

“Convicta Treuhand is very concerned with efficiency, digitalisation and automation. DeepBox is an optimal tool that delivers precisely on these points.”

Milomirka Komatina
CLIENT MANAGER, Convicta Treuhand

Results

An “optimal tool” with secure Swiss handling of sensitive data.

According to Convicta Treuhand, the added value of DeepBox for their clients is primarily that they can transmit documents digitally. Customers no longer have to bring the receipts and documents or send them by email. They can drag and drop from their email or scan and upload with their smartphone.

For Rettungsdienst Seetal, an added plus is that all documents imported and processed in DeepBox are stored on the secure Swiss cloud. “When processing patient data represents a very sensitive issue in the healthcare sector, it’s valuable to know that DeepBox manages and stores the data in Switzerland,” says Merz.

She continues: “DeepBox is really quite simple and easy to use, even for the layperson, and for us the entire process sequence is incredibly convenient and streamlined.”

Based on their experience using it with numerous clients, Convicta Treuhand sees considerable potential for DeepBox. “It’s an optimal tool”, says Milomirka Komatina, the client manager at Convicta Treuhand. “It should be used by everyone in this area. After all, no one wants to waste hours of precious time performing duplicate work.”