The challenge
Every month, the same routine. An accountant opened one program after another, read off each client's ZUS contribution and PIT amounts, then manually retyped them into individual emails. With ~200 clients that added up to 25–30 hours a month - work that does not forgive mistakes.
The problem wasn't knowledge - it was retyping. Every manual transfer of an amount is a chance for a slip: transposed digits, the wrong client, an outdated rate. A single mistake like that can cost more than a full day of savings, because it has to be found, explained and fixed.
- 25–30 hours a month on a task that adds nothing beyond retyping numbers.
- A typo risk that grows with every additional client.
- Work piled into a few days each month - a bottleneck against ZUS and tax-office deadlines.
The solution
We built two things that work together: a dedicated desktop application and a workflow in n8n. The application pulls the contribution amounts straight from the accounting programs. The workflow maps them to the right clients and prepares draft emails - each with the correct amount, addressed to the right person.
The full monthly set of contributions for every client is generated with a single click. The amounts are never retyped by hand, so the whole class of errors that came purely from retyping is gone. The workflow runs on mapped parameters, not on memory.
What stayed with a human