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Centralization of service functions

Centralization of service functions

Centralization of functions in the group of companies can save up to 20% of staff costs. Depending on the size of your business, tens or even hundreds of thousands of operations can be performed daily. The efficiency of the entire organization depends on the level of accounting, HR, IT and other operations.

In the recent past, it was quite normal for these functions to be performed within each individual business unit. The fact that the same processes are organized differently leads to a significant loss of time and additional costs.

These functions are being centralized to increase productivity. Thanks to this, all processes of the company are unified and such functions as “Accounting”, “Tax accounting”, ” HR management” are transferred to a single control center.

Such technologies as robotization and electronic document management (including legally significant one) allow to achieve such result. The timing of report preparation is reduced due to the possibility of redistributing resources.  Development of standards leads to improvement of service quality.

Front-offices are organized as a point of contact of employees with the center to help such centers in the field. For example, the preparation time for 2-NDFL form is usually reduced from a few days to a few minutes. Accounting issues that are tied to specific locations are resolved by the branch manager by proxy.

Let’s consider possible solutions in the context of the functions of the enterprise.

HR records management

Automation of HR processes: from hiring people to their dismissal. Automatic creation of instructions on further actions for each candidate at certain steps, as well as the formation of a list of documents for the final candidate. The set of documents sent by the applicant is checked for completeness and compliance with the specified requirements (for example, documents are checked for belonging to the same person). In the near future, the traditional employment record book will be replaced by an electronic one, which also gives a great number of opportunities for automation activities.

Financial primary documentation

OCR technology is used to recognize data from incoming paper documents, and thanks to RPA it is reflected in the accounting system of the company. Different standards can be implemented for each business unit. Usually, the centralization is carried out organizationally, by implementing a solution for a specific customer, and sometimes it could be outsourced.

Contract management

Two of the most popular solutions: “Search in document seals and signatures” and “Contract verification”. The first solution allows you to search for signatures and seals in the scanned document. The second automatically checks the compliance of the data in the agreed and signed versions of the contract. If changes are detected (deletions and additions), they will be highlighted. In addition, it is possible to develop a methodology for the approval of contracts, the creation of contract designers and automation of their internal approval.

Purchasing documentation

The most popular service is the supplier verification. The first step is to check the Taxpayer Identification Number (TIN) using Internet reference books. Next, you define the list of documents that each counterparty must provide to you when filling out the application form for participation in the competition. This data is recognized and checked for compliance with the requirements you specify. These procedures allow you to screen out unreliable suppliers. No less interesting is the search for the right items on the procurement sites. Automated scanning of tender sites and search for purchase lots in accordance with the specified amount and price.

Our competitive advantages:

1. Mobility – we use modern flexible approaches and are open to suggestions. Valuable ideas are often generated through collaborative discussions and then easily translated into successful projects. 2. Uniqueness – our team has gathered the best expertise in the field of establishing and operating service centers. 3. Reliability – each of us has extensive experience in this field, more than 10 years of work in the area of optimization of service centers, positive feedback from existing customers, and a wide network of partnerships.

Application for implementation