When it comes to film and audio production, photography and design, the WELTBERG GmbH from Kassel, a partner of distinction and name. The company entered the market in 2017 as a classic filmmaker, but has since developed into an advertising agency and established itself as such. With Next Level Studios, WELTBERG also offers a full-service solution for artists and labels. With seven employees, numerous suppliers and customers, there is a lot of receipts that the company has been using GetMyInvoices to manage for almost a year. We spoke about this with Yvonne Thomas, the company’s managing partner.
Yvonne, how did you become aware of GetMyInvoices? “We previously covered all preparatory accounting tasks using our accounting software. However, this did not offer enough options, for example to automatically recognize and import invoices from different sources. That’s why we actively looked for an alternative and asked around in our network. We then came across GetMyInvoices via the Internet.”
How did you go about implementing it? First we tested GetMyInvoices for free and then set it up directly for our process. Specifically, this included connecting to three email accounts and connecting to six to seven online portals. We have also configured an interface to the “DATEV Unternehmens” application online.
What exactly does your preparatory accounting process look like? GetMyInvoices imports all incoming invoices from email inboxes and online portals. Additionally, the receipts we digitize through the scanning app are automatically uploaded, so all documents are in one place. From there they are synchronized to DATEV companies online so that our tax advisor can access them directly. He also has the option of logging into GetMyInvoices. To transfer the outgoing invoices to the tax advisor, we continue to use our accounting solution in which we create the documents.
Did you have contact with support or other specialists for our invoice management software during the configuration? No, because everything was self-explanatory, we were able to set everything up independently. It wasn’t until I happened to meet Gloria (note: legal counsel Gloria Gleim) at the network meeting that I had personal contact with GetMyInvoices. We got along really well from the start and it was a very interesting conversation.
How does the practical work with GetMyInvoices work for you? GetMyInvoices makes our accounting much easier. We no longer have to log in somewhere between daily business tasks and download invoices like we used to. The software does everything for us. It even recognizes foreign invoices very reliably, although these often have a different structure and are therefore problematic for many other tools. The invoice information is read reliably so that processing is extremely quick. We are very satisfied and happy.
How much time do you save with this new process? At peak times we receive around 200 incoming invoices per month, which we now save two to three hours in retrieving, processing and forwarding thanks to GetMyInvoices.
Do you have plans for the future to optimize your accounting? As we continue to grow, process improvement actually plays a role. It would be ideal to also be able to generate invoices via GetMyInvoices and use it to manage receivables. Regardless, we will link our accounting software with GetMyInvoices and use features such as the scanning app even more consistently to better exploit the existing potential.
