Fragmented sources
Campaign files, CSV reports, BLIK data, PDF documents, customer emails and exports from financial systems are handled by different people across different tools.
A practical business and technology implementation
Financial Operations Hub
An internal tool designed to support the settlement of promotional campaigns run by an agency handling multiple campaign mechanics. The dashboard turns scattered files, emails, invoices and banking data into one controlled workflow, from import and validation to payment export, SMS communication and reporting for the operations team.
AI-assisted B2C communication
Payment reporting
Invoices and OCR
ERP integrations
SMS queue
Operational process
3
report import types
PDF
invoices for data capture and coding
XML/TXT/CSV
formats for banks and ERP tools
API
document synchronisation
Files
Validation
Export
Report
Business challenge
Too much manual work between campaigns, finance and accounting
This concept addresses a situation where an agency managing promotions has to settle multiple campaigns, markets and data formats at the same time. Information arrives from different sources and has to be checked, recalculated, adapted to country-specific rules and prepared in a format accepted by banks or financial systems.
Error exposure
Account numbers, IBAN, BIC, currencies, amounts, dates and countries have to stay consistent. Manual corrections increase the risk of costly mistakes and delays.
Multiple output formats
The same process may end with different outputs: a payment batch, a bank export, a CSV summary, an XML document or an outbound SMS queue.
No single status view
Managers need to know which batches are new, processed, downloaded, blocked or incomplete without searching through inboxes and spreadsheets.
How the solution works
From raw input to an operational result
1
Data intake
The user uploads a report, CSV file, BLIK file or invoice PDF, handles incoming email communication or starts synchronisation with an external system.
2
Normalisation
The system standardises date formats, currencies, amounts, country fields, bank accounts, bank codes, message language and descriptive fields.
3
Validation
Records are checked for completeness, status, matching entities, projects, VAT rules, account numbers and required fields.
4
Operator decision
The operator can correct a record, fill in a missing field, assign payment priority, link a project or approve the export.
5
Operational output
The process produces a bank file, ERP export, project-system document, download report, SMS batch ready for sending or an email response in the appropriate language.
Inputs and outputs
The system handles the formats finance teams actually work with
It does not depend on one perfect source of truth. Instead, it acts as an operational layer between campaign data, accounting, banking, document workflows and communication with the end recipient.
Accepts
- reporting sheets with campaign and settlement data,
- CSV files containing records for further processing,
- PDF cost invoices,
- email messages from participants of an international B2C campaign,
- document data coming from OCR and finance systems,
- project, company, user and cost-item metadata,
- feedback files from account validation and BLIK data.
Processes
- currencies, exchange rates, amounts and payment deadlines,
- IBAN, BIC, local account numbers and bank codes,
- country rules, address formats and bank export requirements,
- correspondence language and AI-assisted reply preparation,
- statuses for imports, downloads, documents and outbound actions,
- invoice lines, VAT, projects, owners and counterparties,
- SMS queue handling with separated dispatch stages.
Returns to the user
Processes supported by the system
One internal tool supporting several critical operational areas
B2C email communication
Handling messages from participants of an international campaign, recognising language and preparing multilingual replies with AI support.
Campaign settlements
Importing participant and transaction data, recalculating currencies, preparing payment batches and assigning statuses to records.
International payments
Applying country, currency and banking format logic, including exports for both European and local transfer requirements.
Coupons and SMS
Preparing customer-facing communication, generating access codes, supporting coupon handling and managing an outbound queue with delivery status reporting.
Cost invoices
Uploading PDFs, extracting data, editing line items and assigning owner, counterparty, project and payment priority.
Document synchronisation
Fetching documents, line items and statuses from external systems while keeping a local, filterable operational register.
Operational control
Group permissions, download history, processing statuses, filterable lists and fast data correction without spreadsheet loops in email.
System integrations
The hub connects campaign, finance and communication tools into one process
The solution works as an operational layer between systems already used by the agency. The user works in one panel, while data is collected, standardised and handed over to the target tool in the expected format.
Transactional mailboxes and campaign inboxes
Receiving messages from B2C campaign participants, handling attachments, tracking correspondence status and preparing replies in the recipient’s language.
Multilingual support assistance
Helping recognise language, translate content and draft responses for international campaigns while keeping the operator in control of what is sent.
SMS delivery provider
Building outbound queues, personalising campaign messages, tracking delivery states and separating stages of communication with the recipient.
ERP / project management system
Synchronising companies, users, projects, cost items and invoices so documents can be linked to the right owner, counterparty and budget.
Invoice workflow system
Collecting documents, invoice lines, amounts, dates, counterparties and payment statuses from OCR-supported tools and invoice workflow platforms.
Payment exports and account validation
Generating files for banks and account validators in XML, TXT and CSV formats, including IBAN, BIC, local accounts, currencies and country-specific requirements.
Value for managers
More predictable execution, less dependence on manual handling
The main value is not automation alone. It is process control: who uploaded the data, what has already been recalculated, which records still need correction, what files were generated and when the workflow can be considered complete.
Shorter handling time
instead of assembling files manually, the system guides the user through the next operational steps.
Fewer payment errors
normalising account details, BIC, IBAN, amounts and currencies helps reduce expensive mistakes.
Better supervision
statuses, download logs and import lists give managers a faster view of progress.
Consistent international support
AI can support drafting email responses in the recipient’s language, which may help when handling B2C campaigns across multiple markets.
Integration without replacing systems
the solution is designed as a connecting layer between existing tools, files and teams.
Capabilities visible in this project
This implementation demonstrates how business, data and integrations can be combined
Back-office process design
AI-supported multilingual B2C communication
API integrations with finance systems
Handling Excel, CSV, PDF and XML imports
Validation of banking and payment data
Document and invoice workflow automation
Secure user roles and permissions
Exports aligned with banking requirements
Practical reporting for statuses and errors
Project type and related services
A presentation from the document and finance workflow area
The concept focuses on documents, invoices, payments, exports, operational communication and integrations between incoming data and the final process result.
- Document automation and AI OCR
- Automation, integrations and web applications
- Custom web applications
Why it is worth discussing
A similar solution may help organise a process that still lives in email and spreadsheets
Elistar can help translate an existing way of working into a practical operational panel with imports, validation, roles, integrations, exports and reporting adapted to the organisation.