About Reklamnidarky.cz
Reklamnidarky.cz sells and prints promotional products. The family business supplies companies, schools and institutions in the Czech Republic and abroad, and also prepares orders for sporting events.
As the company gradually grew, so did the number of orders and the demands of processing them. An operation that used to run on emails and office applications needed shared records and an overview of where each order stands.
Starting point
Orders and enquiries arrived by email. Quotes were prepared by hand in Word, operational overviews were put together in Excel and received invoices were retyped from PDFs into accounting.
The company's own websites and internal system were not connected to accounting. Finding out the current status of an order or preparing an overview for management therefore meant tracking down and processing data from several places.
The brief for Synwase was to bring orders, accounting and day-to-day operations together and make up-to-date data available to the owner and the external accountant.
Connecting the websites and the internal system
We connected Odoo via API to the customer's own websites and internal system. Orders from the individual channels land in shared records, where their status and history are available.
Quotes, shipping and invoicing follow from the orders. The sales and accounting sides of the business work in the same environment, and related data doesn't have to be retyped into separate documents.
- Sales and orders: shared records of enquiries, quotes and orders.
- Inventory and shipping: continuity with the next steps of handling an order.
- Accounting and bank: received invoices, bank statements and payment matching.
- Online overviews: operational data available even from a mobile phone.
Processing enquiries from email
Some B2B customers send their requirements as free text in an email. For this way of ordering, we deployed a Synwase solution that extracts the data and creates an order in Odoo.
A staff member forwards the email to a dedicated address. The system prepares the contact, items, quantities and deadline from it and creates an order. The salesperson then reviews the proposed data and confirms it.
This keeps the way of communicating that customers are used to, while reducing the manual retyping of requirements into the system.
Invoices, bank statements and signatures
We added OCR for received invoices. Data from the documents is extracted for review and further processing, instead of entering each line by hand.
The bank integration downloads statements and matches payments by variable symbol. The accountant can work with structured data and continuously check that documents and payments match up.
Quotes and contracts are signed electronically via Signi. Approval therefore doesn't have to involve printing, scanning and sending documents back and forth by email.
“What I value most is having the company in my phone and seeing everything online. I reconcile the bank in seconds and our external accountant closes the month much faster.”
Lukáš KlaškaCEO, Reklamnidarky.cz
An overview of the company, even away from the office
The owner can access company data from a computer and a mobile phone. The overviews are based on data in Odoo, with no need to wait for a report put together by hand in Excel.
Orders, invoices and bank transactions share one place. The company depends less on digging information out of emails, and the external accountant can prepare the month-end close on documents that are available continuously.
Scope of the collaboration
The project included connecting the company's own systems via API, deploying sales, inventory and accounting, extracting invoices and email enquiries, bank integration and Signi e-signatures. It also includes online overviews for running the business day to day.