Customer Story

Streamlining Invoices

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LOCATION

Goch, Germany

ABOUT COMPANY

APTIS helps you digitalize knowledge. All our products are built and supported in our office in Germany.

EPIC SUM UP VERSION

ATLASSIAN PRODUCTS USE

Jira Software

Confluence

Bitbucket

Trello

JIRA USERS

100

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Problem Summary:

How to save time and reduce errors on accounting tasks that repeat each month.

Solution using Scheduler and Epic Sum Up:

  1. Use Scheduler (Jira app) to customize monthly tasks, including repeating each month
  2. Add them to a specific folder
  3. Create a container using Epic Sum Up (Jira app)
  4. Add folders into the new container


This allows for linking of issues, the ability to live monitor progress and quality reporting.

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Problem In More Detail

The accounting staff each month has tasks that repeat. Each month they would restart the process. It led to missing tasks and small errors that both took time to fix.

It was not possible to get real time updates to ensure tasks were progressing well or to produce reports that could be compared accurately month to month.

Management wanted to create a workflow that could be repeated month after month. One that would produce accurate reports on the work being done and make it clear how much time the tasks take.

Scheduler Step 1:

Enter the core information including Project and Issue Type.

Solution Using Scheduler and Epic Sum Up from the Atlassian Marketplace Apps

Jira App: Scheduler

Save time

Creates repeating monthly tasks. It’s easy to forget a task.

Decreases errors

Customize each task or a group of tasks. By linking the same tasks month after month this ensures invoices are paid or received on time.

Stay organized

Automatically places a task into a folder. These folders follow existing user permissions.

“We no longer forget things. Integration with Epic Sum Up live reporting is key.”
Andreas Haaken
CEO, APTIS

Jira App: Epic Sum Up

Group folders into containers

Uses the custom integration between Scheduler and Epic Sum Up. Scheduler supports container link fields, while Epic Sum Up supports the Scheduler for a seamless experience.

Reporting

The Summary Panel gives a real time overview to monitor tasks to keep them on time and on budget. It includes how much time is spent per person. With all relevant issues in one container real-time and monthly reports are more accurate.

Scheduler Step 2:

Uses the Epic Sum Up integration to add schedule under the Container ‘Accounting Monthly Tasks 2020’.

Why use this approach to solve the problem

Scheduler comes with powerful customization. An investment in time at the start to set-up the repeating tasks saves money right away. It allows customization so that certain rules are met in certain projects.

For example monthly issues assigned as an accounting task each month are automatically connected. Then the history of invoices has a link to each issue making it easier to manage over time.

Scheduler comes with powerful customization. An investment in time at the start to set-up the repeating tasks saves money right away. It allows customization so that certain rules are met in certain projects

For example monthly issues assigned as an accounting task each month are automatically connected. Then the history of invoices has a link to each issue making it easier to manage over time.

Scheduler Step 3:

Sets it to repeat on a monthly basis on the first of the month.

Why Scheduler is better than the alternatives

There are many automation apps on the Atlassian Marketplace, here is why APTIS chose Scheduler:

  • More customizations
  • Most advanced
    Well thought out interface is easy to use
  • Integration with Epic Sum Up
  • No scripting experience required
  • Can be used by non Jira admins
  • No need for postfunctions in workflows
  • No complex server side procedures
  • No event listeners to define actions