Automation: your ally for more efficient management

Administrative management can quickly become a source of stress for entrepreneurs. Between accounting, invoicing, and meeting regulatory obligations, these tasks are time-consuming and distract from business growth. However, thanks to administrative automation solutions, it is now possible to reduce repetitive tasks, gain efficiency, and minimize errors. 

While industrial automation is already well established in the manufacturing sector, it is gradually making its way into business administration thanks to powerful management softwares. Less manual data entry, greater financial visibility, and better decision-making: it's a strategic shift for any business looking to optimize management and improve decision-making. 

But how do you choose the right tools? Which processes should be automated first? Here are some tips to help you get started. 

The 3 main challenges for entrepreneurs 

Being profitable, finding a work-life balance, and making the business transferable: three major challenges where automation technologies can add real value. An entrepreneur who always knows their profitability makes informed decisions, which makes it easier to eventually pass on the business. 

Accounting automation systems lighten the workload by handling tedious tasks like bookkeeping. This reduces the stress of searching for administrative labor, supports the business's digital transformation, and frees up valuable time to focus on more strategic aspects.

The basics: Accounting softwares 

All SMEs use accounting software, whether it's installed locally (on a computer) or hosted in the cloud. This tool secures accounting management, adapts to the company's needs, and facilitates communication with the accountant. 

However, adding additional modules (invoicing, inventory management, etc.) can quickly increase the cost. It’s essential to choose the software based on actual needs and take the time to configure it properly. Furthermore, these systems typically do not integrate advanced accounting data entry automation technologies, or if they do, they remain limited. 

The elite: ERP softwares

Beyond accounting software, businesses can also turn to ERP (Enterprise Resource Planning) solutions. These integrated management software centralize multiple aspects of the business, such as accounting, inventory management, customer relations (CRM), project management, and production.

An ERP provides an overview of the business and allows for better resource management and data visualization. However, these solutions require a significant investment of both time and money, both for acquisition and implementation. Their effectiveness also depends on the quality of the data entered and the rigorous monitoring of their updates. Learn more about ERP software.

Accounting data entry automation: A must-have in 2025

Accounting data entry automation relies on the use of digital tools that minimize or eliminate human intervention in the financial data entry process. These tools utilize technologies such as business intelligence, optical character recognition (OCR), or, less commonly, artificial intelligence. 

The benefits are numerous: time savings, error reduction, improved accuracy, and real-time access to financial data. By freeing up time, entrepreneurs can focus on higher-value tasks. Some of these tools are integrated with accounting software, while others are compatible with various existing solutions. 

Automation technologies 

1. Importing CSV files

Some providers allow the import of CSV files to transfer accounting data. However, this method requires strict validation at each step, as formatting errors can lead to inaccuracies. 

2. Optical Character Recognition (OCR)

 OCR is a more flexible technology that can extract data from various document formats. It is particularly used for photographing checks for bank deposits. 

There are two types of OCR: 

• Vertical OCR: It captures only the total amounts from accounting documents.
• Horizontal OCR: It captures the details of line items from accounting documents (e.g., product code, price, quantity, discount), providing more detailed analysis. While more powerful, it requires advanced configuration. 

Unlike vertical OCR systems that are limited to total amounts, Aleop's horizontal OCR extracts each line from your documents, providing unmatched accuracy. This allows you to gain more detailed financial analysis and a clearer view of your costs. 

3. Electronic Data Interchange (EDI)

Electronic Data Interchange (EDI) channels are highly reliable and significantly reduce errors. However, their implementation can be challenging for small businesses due to the required IT infrastructure, including an API bridge and the expertise of in-house programmers. Learn more about EDI.

Why choose Aleop to automate your accounting? 

Accounting automation is progressing at a rapid pace, transforming the way businesses manage their finances. With Aleop, you get real-time access to your numbers, more detailed financial analysis, and seamless integration with your existing accounting system. 

• Enhanced visibility and accuracy: Thanks to our horizontal OCR, every line of your documents is extracted for an in-depth cost analysis. 
• Accessibility and autonomy: Track your finances from anywhere, even on mobile, and make informed decisions without waiting until the end of the month. 
• Proactivity: Quickly detect anomalies and apply corrective strategies before they become costly. 
• Seamless integration: Unlike solutions requiring complex APIs, Aleop easily adapts to your existing tools without the need for a development team. 

In 2025, automating your accounting is no longer optional—it's a necessity. With Aleop, make this transition smoothly and optimize your financial management by scheduling a free demo today.