Vilandra – Softera.E-Invoice

Vilandra is one of the most technologically advanced wholesale companies in the Baltic States, operating since 1993 and working with globally recognised consumer goods brands. The company supplies products to retail chains, pharmacy and cosmetics networks, and petrol stations, while also collaborating with wholesale partners and trade associations.

To automate the processes of receiving, sending, approving, and archiving purchase and sales invoices, Vilandra uses the Softera.E-Invoice solution – an integration of Microsoft Dynamics Business Central (NAV) with the e-invoicing operator Omniva.

The following questions are answered by Lina Žilienė, Finance and IT Manager at Vilandra.

What prompted you to look for an invoice automation solution?

• Invoices that frequently went missing.
• An extremely lengthy invoice approval process (at times, a single invoice required approval from up to 10 employees).
• Unclear distribution of roles and responsibilities among multiple recipients.
• Frequent requests to retrieve invoices from the archive.

What alternative solutions did you consider, and why did you choose the Softera E-Invoice solution?

We had been considering an invoice automation solution for several years, but the options available on the market at the time were too costly for us. Later, we learned about the Fitek and Omniva e-invoice solutions – after testing both, we chose Omniva. We wanted an integration with our existing Dynamics NAV system, but our then-current partner was unable to offer this, so Omniva recommended Softera. The Softera E-Invoice solution met our expectations: full process automation (seamless data exchange between systems) at an accessible price point.

How has your work changed since implementing the E-Invoice solution, and what are the main benefits you see?

Although we have been using the solution for a short time, we are already experiencing tangible benefits. The templates created have simplified invoice processing, we spend less time on approvals, and we are confident that efficiency will continue to improve in the future. We are pleased to note that:

• Work has become more efficient – there is no longer a need to carry paper invoices or collect handwritten signatures, which genuinely saves time across all departments.
• It is very convenient that contracts and attachments can be linked directly to invoices, keeping everything in one place without the need to search elsewhere.
• Employees can view approved invoices in the approval history themselves, without having to ask the accounting team to scan and send them.
• The substitution feature ensures that the invoice approval process continues uninterrupted during an employee’s absence – no invoice gets stuck.

Contact us – we will identify your needs and provide a free consultation: klausk@softera.lt | +370 620 93555