Paper-pushing or Real Help? E-invoicing Integration Reduces Load and Costs

What is digitalization? Smoother everyday life—both at work and in free time.

Smoothness and its many benefits are at the core of Newelo’s work. Newelo is a digitalization expert that takes care of smart solutions for both companies/organizations and the public sector. It is often about processes that run behind the scenes—somewhere inside public agencies—but carry significant importance.

Let’s take an example: Municipal guardianship offices take care of the guardianship for tens of thousands of Finns. This is based on the Guardianship Services Act, and guardianship decisions are made by the Digital and Population Data Services Agency.

In practice, the task of public guardians is to manage their clients’ finances—meaning paying mandatory bills, ensuring money suffices, and taking care of assets. In addition, the guardian represents their client (principal) and looks after their affairs, such as potential care or rehabilitation.

Payment Management Integration Streamlines Invoice Processing

In their day-to-day work, guardians handle and pay various invoices. The work is done using the modern Virho software, developed by the Finnish software house J&K International. As J&K’s partner, Newelo has brought new features to Virho.

“We know the possibilities of integrations, and in this case, we realized what opportunities a payment management API provides for the practical work of guardians,” says Juha Kaario, Director of Operations at Newelo.

Previously, guardians received their clients’ invoices on paper and entered them manually into the system. Additionally, they had to separately request account balance information from the bank and then submit the payment data.

When Newelo introduced a new payment management API to Virho, guardians began receiving invoices as electronic invoices (e-invoices) directly into the system, automatically allocated according to the clients. Invoice management became significantly smoother.

“At the same time, we managed to build a bank connection integration, meaning guardianship now receives real-time balance information—even more securely than before. Unnecessary overdrafts no longer happen because guardians know the exact financial situation of their clients,” Kaario says with satisfaction.

No More Shuffling Binders at Local Register Offices Either

There was still another twist in the process. Local register offices (maistraatti) conduct annual audits on guardianships. For this purpose, invoices had to be placed into paper binders and mailed to the register offices for auditing.

Newelo also developed an API for Virho that allows guardianship materials to be transferred to local register offices electronically and securely in the future. The shuffling of paper binders ends on both sides.

“This makes the work smoother for both guardians and the auditors at the local register offices. It also reduces costs and lightens the workload. Guardians have more time to focus on their clients’ needs,” Juha Kaario summarizes regarding the benefits of the integration.

How could digitalization make your work smoother? Contact us, and let’s review your processes together!