Fragmented sources
Campaign files, CSV, BLIK, PDF, email and finance exports are handled by different people in different tools.
Internal implementation
Payments & Document Operations System
An internal system for campaign settlements, payments, invoices and operational communication. It brings documents, files and data from multiple sources into one controlled process.
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
The system organises a process where one organisation has to settle multiple campaigns, markets and data formats at the same time.
Error exposure
IBAN, BIC, currencies, amounts, dates and countries have to stay consistent, while manual corrections increase the risk of mistakes.
Multiple output formats
The same process may end with a payment batch, bank export, CSV, XML, TXT or an outbound SMS queue.
No single status view
Managers need one view of new, processed, blocked and incomplete batches.
How the solution works
From raw input to an operational result
1
Data intake
The system receives a report, CSV, BLIK, invoice PDF, email or a synchronisation from an external system.
2
Normalisation
It standardises dates, currencies, amounts, countries, bank accounts, bank codes and descriptive fields.
3
Validation
It checks completeness, statuses, projects, VAT rules, account numbers and required fields.
4
Operator decision
The operator corrects records, fills gaps, assigns priority or approves the export.
5
Output
The result is a bank file, ERP export, project document, report, SMS batch or an email response.
Solution scope
What the system handles
It works as one operational layer between campaigns, documents, banks, ERP, API and recipient communication.
Campaign settlements and payments
The system receives campaign data, transactions and BLIK records, recalculates currencies and prepares payment batches with record statuses. It also supports CSV reporting and downstream process output.
Banks and payment validation
It checks IBAN, BIC, local accounts, amounts and country requirements. It generates XML, TXT and CSV for banks and validation processes.
Invoices and documents
It works with PDF, OCR and document data, including invoice lines, counterparty, project, owner and payment priority. This makes corrections easier without manual rewriting between tools.
Email, AI and SMS
It supports multilingual B2C communication, language recognition and AI-assisted reply preparation while keeping the operator in control. It also manages the SMS queue and delivery statuses.
Integrations
It connects ERP / project management, document synchronisation, external data sources and API. Documents, statuses and exports go back to the right system in the expected format.
Operational control
It provides roles, permissions, statuses, download history, error lists and direct data correction. Managers and operators work in one panel instead of across email and spreadsheets.
Value for managers
More predictable execution, less dependence on manual handling
The key value is process control: who uploaded the data, what has been recalculated, which records still need correction and when the workflow can be treated as complete.
Shorter handling
the system guides the user through the next steps instead of manual file and message assembly.
Fewer errors
normalising IBAN, BIC, amounts and currencies helps reduce mistakes.
Better supervision and status
statuses, download logs and import lists provide a faster view of progress and exceptions.
Integration without replacing systems
the solution works as a connecting layer for existing tools, documents and teams.
Capabilities visible in this project
What this project shows about Elistar’s capabilities
Back-office process analysis and design
Data and system integration
Document and payment automation
Practical use of AI in a business process
Applications with roles, statuses and user control
Project type
Internal implementation — documents, payments and operational processes
An internal implementation combining documents, payments, operational communication and integrations into one controlled workflow.
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