The problem
Like many growing financial institutions, EXANTE faced significant challenges in its accounts payable (AP) processes. The company’s invoices, expenses, and reimbursement approvals were scattered across multiple external IT tools, including Jira and Kissflow. While these tools provided basic functionality, they lacked the flexibility and scalability required for EXANTE’s complex, high-volume operations.
Customizing these systems proved to be both time-consuming and costly. As a result, approval workflows were delayed, employees & contractors spent excessive time on manual data entry and calculations, and management struggled with inefficiencies that diverted focus from strategic priorities. These fragmented systems created unnecessary friction, and EXANTE was eager to implement a more streamlined solution.
The goal
EXANTE set a clear vision: to consolidate all accounts payable activities into one advanced, integrated platform. The objective was to improve efficiency by streamlining workflows, reduce manual errors, as well as ensure seamless integration with the company’s ERP system.
The scope of the project
Digmatix proposed the design and deployment of a Power Apps solution that would serve as a single canvas application, available across both desktop and mobile devices. The solution included three core functionalities:
Invoice Approval, allowing the finance team and management to review and authorize invoices with ease.
Vendor Approval, providing a structured workflow for onboarding and managing vendor relationships.
Expense Approval, streamlining the reimbursement process while ensuring compliance and transparency.
This end-to-end approach meant that EXANTE would be able to handle their entire AP lifecycle within a unified, Microsoft-powered environment.
Why Digmatix?
When evaluating potential partners, EXANTE was drawn to Digmatix’s tailored approach. Unlike other companies that rely on generic playbooks and “best practices”, Digmatix offered a tailored discovery phase that was both quick and cost-effective. Recommendations were aligned with EXANTE’s specific needs, avoiding unnecessary formalities that did not add value.
Equally important, Digmatix demonstrated a strong culture of customer-centricity. The team’s international outlook resonated deeply with EXANTE, being a company headquartered in Latvia with a global client base. This alignment of values was a decisive factor in choosing Digmatix as a trusted implementation partner.
The implementation process
Implementation began with a comprehensive requirement gathering phase, process mapping, gathering an internal team, and scheduling. EXANTE chose the iterative implementation route, with new versions released every 2 weeks.
What stood out most to EXANTE was how quickly results became visible. Within just one month, the organization began experiencing tangible benefits from the new Power App. This early impact generated excitement among the team, reinforcing commitment to the project.
Another key success factor was the way Digmatix integrated into EXANTE’s culture. Rather than acting as an external consultant, Digmatix became an extension of the internal team, providing daily communication and instant access to their experts.
The outcome and benefits
The new Power App transformed EXANTE’s accounts payable operations, delivering immediate and measurable benefits:
Faster, smarter data entry: Built-in Optical Character Recognition (OCR) allows employees & contractors to minimize time spent manually filling out invoice and expense forms. This automation reduced errors and freed staff to focus on value-added tasks.
Real-time budget control: A new budget management feature enables the finance team and management to monitor costs within the same platform, improving transparency and financial oversight.
Mobile-first convenience: The mobile app allowed approvers to review and authorize submissions on the go, accelerating approvals and eliminating bottlenecks.
Streamlined payment tracking: The “Paid Status” feature allows employees to minimize the time required for chasing invoice payment statuses from the finance treasury team.
Perhaps most importantly, user satisfaction rose significantly, and the involved parties are committed to contributing to further improvements.
Encouraged by the success in the finance department, other business units began expressing interest in adopting Power Apps, and EXANTE is now considering scaling the solution internally.
