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Implementation Results
Before implementing the integration, the foundation had already been actively using Vchasno.EDO for electronic document exchange with its partners. Over more than five years, the team achieved the following results:
| Metric | Result |
| Incoming electronic documents | 13,100+ |
| Outgoing electronic documents | 1,300+ |
| Business partners connected to EDO | 552 |
After launching the SAP Business One – Vchasno.EDO integration in March 2025, the foundation achieved the following results:
| Metric | Result |
| Documents automatically imported into SAP | 1,529 |
| Share of incoming documents processed automatically | ≈23% (2026) |
| Working hours saved | 127+ hours |
| Average processing time per document | Less than 1 minute |
| Technical implementation time | 3 business days |
The greatest value for our team is not the integration itself, but the ability to work with documents in one unified environment without constantly transferring files between systems manually.
Since the integration was launched in March 2025, SAP Business One has automatically received 1,529 incoming documents without any manual intervention from employees. While only 39 documents were processed through the integration during its first month, this figure grew more than fourfold by the end of 2025, reaching 160 documents per month.
As of 2026, the integration automatically processes approximately 23% of the foundation’s incoming document flow, allowing employees to spend less time on routine administrative work and more time on their core responsibilities.
The team also highlights the speed of implementation. Excluding internal approvals and preparation, the technical deployment of the integration between SAP Business One and Vchasno.EDO took only three business days.
The Challenge
As the volume of electronic documents continued to grow, the foundation’s team found themselves spending more and more time on technical document handling instead of procurement and financial management.
Without an integration between SAP Business One and Vchasno.EDO, every document had to be processed manually. Employees needed to locate the required file in Vchasno.EDO, download the PDF, save it to a server or local computer, and then manually attach it to the corresponding document in SAP.
Additional time was spent verifying whether the correct file had been downloaded, whether it had been attached to the right transaction, and whether the latest version of the document was being used.
The biggest challenge, however, was the constant switching between two separate systems. As a result, employees spent valuable working hours on repetitive administrative tasks, while any mistake — such as attaching the wrong file, duplicating attachments, or using an outdated document version — required additional manual checks.
The Solution
The project required a custom integration tailored to the foundation’s internal business processes.
The automation focused on the three document types that account for the majority of the foundation’s procurement workflow:
- invoices;
- delivery notes;
- service acceptance certificates.
The best-run Consulting team was responsible for establishing secure document exchange between the two systems, configuring user access, and implementing a mechanism that would allow employees to work with documents directly in SAP Business One, without logging into Vchasno.EDO.
As a result, the partners implemented an integration in which SAP Business One automatically retrieves PDF documents from Vchasno.EDO via API, imports them into the ERP system, and attaches them to the corresponding procurement, invoice, or other business document.
At the same time, document statuses are synchronized automatically, enabling the accounting, finance, and procurement teams to access up-to-date information directly in SAP without switching to the electronic document management system.
A workflow that previously consisted of several manual steps and constant switching between systems has now become fully automated.
Our goal was to build the integration in a way that allowed the foundation’s employees to continue working in their familiar SAP Business One environment. We didn’t change the client’s business processes — we simply eliminated the manual operations between the two systems.
Project Roles
The project’s success was the result of close collaboration between three parties, each responsible for a specific part of the digital transformation initiative.
- The Tabletochki Charity Foundation identified the need to automate document management and centralize document handling within its procurement and finance processes.
- best-run Consulting designed and implemented the integration between SAP Business One and Vchasno.EDO, tailoring the solution to the foundation’s existing IT architecture and business workflows.
- Vchasno.EDO provided the electronic document exchange platform, API capabilities, and the infrastructure required for seamless document synchronization.
Business Impact
Following the implementation, the average document processing time dropped from several minutes to less than one minute, while a workflow that previously required five to six manual actions became fully automated.
According to the foundation’s calculations, during the first 16 months of operation alone, the solution saved more than 127 working hours — equivalent to over 16 full working days. Previously, this time had been spent transferring files manually, verifying attachments, and constantly switching between systems.
Today, the team spends significantly less time on administrative document handling and can focus on higher-value activities, including supporting children undergoing treatment, coordinating suppliers, and managing procurement operations.
The Outcome
The Tabletochki Charity Foundation gained far more than a technical integration between two systems — it established a unified digital document workflow.
SAP Business One now serves as the central platform for internal financial and procurement operations, while
Vchasno.EDO manages electronic document exchange with external partners. best-run Consulting connected both systems into a single automated ecosystem.
As a result, documents now flow automatically between systems without manual transfers, duplicate work, or unnecessary administrative effort, enabling employees to work within a single digital environment.
Why This Project Matters
This project demonstrates that organizations do not need to replace their existing ERP system to modernize document management.
Companies already using SAP Business One can integrate it with Vchasno.EDO, preserving established business processes while eliminating manual document transfers between systems.
Rather than forcing employees to adapt to new software, the solution fits naturally into the organization’s existing IT landscape and daily workflows. Automation operates in the background, allowing teams to continue working in the environment they already know while significantly reducing routine manual tasks.
For the Tabletochki Charity Foundation, the result was more than just a successful technical implementation. It freed up over 127 working hours — time that can now be invested in what matters most: supporting children and delivering the foundation’s mission.
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