Electronic Document Workflow
Bring order to your company’s documentation, accelerate approvals and reduce operational costs by 30–40%. One AI-powered system for full control over documents and processes.
For over 15 years we have been deploying our electronic document workflow system in companies and institutions across various industries. Today our solution is used by over 20,000 users who manage more than a million documents and run hundreds of processes every day.
Trusted by
Electronic Document Management (EDM)
Registry Office Handling
structured records of letters, cases and folders, electronic assignments, reviews and approvals. You decide who documents go to, or the system routes them automatically based on predefined rules.
- You accelerate document circulation from 7–14 days to 24–48 hours
- You eliminate 95% of lost documents
Efficient Document Registration
automatically capture documents from external sources (e-mail, scanners, e-Delivery, KSeF, …). OCR and AI modules automatically recognise data and populate it in the system for you.
- You reduce document registration time by 70–80% (from 5–8 min to under 1 min)
Correspondence Management
efficient handling of inbound and outbound correspondence. Integration with e-Delivery, ePUAP and eNadawca enables receiving and sending registered letters and courier parcels directly from the system.
- You save 15–20 minutes on every shipment
Progress Monitoring
you have real-time access to the status of letters, cases, responsible parties and the urgency of outstanding tasks.
- You identify bottlenecks and gain 100% more visibility and control
Receive and send e-Delivery messages
With Webchili’s e-Delivery solutions you manage official electronic correspondence in one central system. Automatically receive and send documents to public authorities, institutions and business partners — faster, securely and in full compliance with applicable regulations. All correspondence always under control.
Process Management — contracts, orders, invoices, …
Purchase Planning and Purchase Requests
electronic budgeting and requests with automatic budget control.
- You prevent unfunded expenditure (saving 5–15% on unplanned purchases)
Contract Management
contract register with automatic deadline reminders and performance monitoring.
- You avoid exceeding contract values
Invoice Approval
OCR reads the data, the system checks compliance with the order / contract and detects duplicates.
- You cut invoice processing time from 7–14 days to 1–2 days
- You detect 95% of duplicates before posting
- You take advantage of early-payment discounts (2–3% of invoice value)
Integration with Financial Systems
automatic transfer of documents to financial-accounting and HR-payroll systems. Supports KSeF, PEF, CRU.
- You eliminate 90% of manual data re-entry
- You reduce accounting errors by 70–80%
Integrate with KSeF
Through integration with the National e-Invoice System you automatically receive structured invoices in one place. Full compliance with applicable regulations, less manual work and greater control over financial documents. Faster, more securely and error-free.
Approval Workflows and Electronic Signatures
Multi-level Approvals
sequential and parallel approval paths tailored to your organisational structure and authority limits.
- You cut contract and order approval time from 5–7 days to 1–2 days
Automatic Delegation and Cover
when key people are absent the system redirects tasks to their deputies. Mobile approvals from your phone.
- You eliminate decision-making paralysis
- You speed up processes by 60–75% through mobile approvals
Authority Limits and Budget Control
enforce business rules and approval limits. Automatic blocking of documents that exceed authorisations or budgets.
- You prevent uncontrolled spending
- You enforce 100% procedural compliance
Electronic Signatures
apply qualified, trusted and non-qualified signatures directly in the system. Integration with the trusted profile (profil zaufany).
- You save 80% of the time compared with traditional signing
Document Archiving
Automatic Archiving Preparation
classification of documents by archival category and retention period in accordance with legal requirements. Automatic marking of documents ready for transfer.
- You eliminate the risk of premature deletion or improper storage
Access to Archived Records
powerful search lets you quickly locate any document, while automated loan management ensures controlled sharing of records.
- You save 90% of the time spent searching for archived documents
Disposal and Transfer to the State Archive
automatic preparation of handover/receipt lists compliant with requirements. Internal approval processes managed within the system.
- 100% procedural compliance
Frequently Asked Questions
Book a system demo
Want to see how electronic document workflow will improve the way your organisation works? Book a 60-minute system demo tailored to your industry and processes.