An accounting company was having a hard time submitting the digital bookkeeping records (SPED) for a client before the deadline. This would happen because of the 200 client’s branches, the exported files from the client’s ERP were incorrect and outdated and all corrections required by the Validation Software provided by the Brazilian IRS were done manually.
The rectification procedure is error-prone and either mistakes on digital records or missed deadlines could result in severe fines. With that in mind we decided that the process should allow only the minimum human intervention and be available in short notice. Besides, considering we were geographically distant from the client, the implementation and updates of the software were required to occur remotely.
The solution was the development of a web application accessible to accredited users. This software has the minimum number of inputs needed to operate and generates a new file ready to be submitted to the IRS, some minor corrections being eventually needed. Moreover, being an automated procedure, the system is able to identify and report inconsistencies which can be used to gain insights and improve the overall quality of the client’s records.
The result of this approach was the decrease of the rectification processo from 15 days to few hours, reliability on identifying eventual errors and a cost reduction of 40%. The software is fully extensible and new demands or clients could be seamlessly integrated. Being a simple-to-use on-the-cloud software brought the implementation and training cost to zero. Finally, the software can be instantly operated in its last version disregarding the user’s location.