How Scewo successfully implemented digitalization in accounting with FPA
For many companies, digitization in accounting is much more than just a technical issue. It is a central component of modern corporate management—with a direct impact on efficiency, scalability, and transparency. At the same time, it is rarely trivial. Complex system landscapes, varying regulatory requirements, and limited internal resources often make implementation more difficult than it appears at first glance. One example of this is our collaboration with Scewo, an innovative Swiss company specializing in modern mobility solutions. Together, we have implemented the digitization of accounting processes in a structured manner, while at the same time eliminating technical legacy issues and establishing new standards. Today, we handle selected accounting processes for the customer, allowing them to focus more on their core business.
“For us, working with FPA is more than just an external service—it’s a true partnership. We particularly appreciate their professional expertise, quick response times, and understanding of our specific requirements. This has enabled us to make our accounting processes significantly more efficient and error-free—without tying up internal resources.”
– Herr D. Aue, CFO bei Scewo –
Project focus: Digitization of financial accounting and payroll accounting
The project focused on two key areas: payroll accounting and financial accounting. Scewo uses a combination of Personio and DATEV for payroll accounting. Both systems are used independently of each other. DATEV is used to prepare monthly payroll statements in accordance with legal requirements, while Personio serves as a data hub. Thanks to FPA, Scewo can now ensure that payroll documents are available to employees in Personio.
In the area of financial accounting, the focus was on processing incoming invoices and handling payment transactions. Other core components included preparing advance VAT returns and processing OSS reports for cross-border transactions within the EU, settling expenses incurred, and credit card statements. The goal was not only to digitize these processes, but also to standardize and streamline them and convert them to a reliable database.
A particular focus was placed on the structured distribution of tasks: Scewo creates outgoing invoices, while FPA handles the processing of incoming invoices and all related accounting activities. The Yokoy system, which was already in use at Scewo before the project began, is used for expense and credit card statements. Employees photograph their receipts using an app and upload them directly while on the go. The receipts then undergo two checks before being released for financial accounting. FPA checks the final data records, records the payments, and ensures that all information is correctly transferred to Odoo. Yokoy makes it possible to import complete accounting records – provided that the technical interfaces are set up. This saves time, reduces sources of error, and ensures traceable, digital processing of the processes.
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Regelmäßig praxisnahe Einblicke zu den Themen Odoo Accounting, Finanzbuchhaltung, Payroll-Outsourcing und echte Erfolgsgeschichten aus der FPA-Welt erhalten.
The starting point:
Technical legacy issues and structural complexity
At the start of the project, Scewo’s accounting system was already digitized—but based on an older version of Odoo (Odoo 15). The system was configured entirely in English, which could lead to misunderstandings, especially when it came to accounting terms. In addition, the account structure was heavily tailored to the requirements of the Swiss parent company. Specifically, this meant a different chart of accounts (SKR 04), different mapping, and thus a system logic that could not easily be transferred to German standards.
Another challenge was the error-prone system logic in the Odoo 15 system. During the transition from the invoice creation process to approval, a technical error regularly occurred, automatically generating additional posting lines – without this being correct or desired in terms of content. The result: time-consuming post-processing, uncertainty in the audit process, and an increased risk of errors.
Solution approach:
Understanding of the system, structured approach, clear communication
To address these challenges, a thorough analysis of the existing system was necessary. The FPA team worked intensively to familiarize themselves with the existing Odoo environment. This involved not only understanding technical functions, but also comprehending the logic behind the current processes. Due to existing system errors in the workflow, a pragmatic solution was developed: invoices are now first stored temporarily, incorrect booking lines are removed manually, and only then are they forwarded for approval. This simple but effective workaround reduces errors and saves a noticeable amount of time in everyday work.
At the same time, the system architecture was optimized in several areas. This improved import processes and reduced the susceptibility to errors. Since FPA has limited rights in Scewo’s Odoo system, many data uploads had to be carried out by the customer itself. This required close coordination, especially when analyzing errors and testing new workflows.
In addition to the technical implementation, professional sparring was also an essential part of the collaboration. Complex accounting issues were addressed in regular meetings – from sales tax questions and the interpretation of booking logic to the correct mapping of cross-border business transactions. This professional support has significantly contributed to reducing uncertainties on the customer side.
In addition to technical implementation, professional sparring was also an essential part of the collaboration. Complex accounting issues were addressed in regular meetings—from sales tax questions and the interpretation of booking logic to the correct mapping of cross-border business transactions. This professional support played a key role in reducing uncertainty on the part of the customer and building a deep understanding of the process.
Results:
More efficiency, more clarity, more focus on core business
The results of the collaboration are clearly measurable. The time required for the manual creation, verification, and approval of incoming invoices has been significantly reduced. At the same time, the error rate has decreased. In particular, the new invoice creation process has made it possible to permanently avoid system-related errors. Advance sales tax returns can now also be processed in a more structured and efficient manner. Today, the data quality in the customer’s Odoo system corresponds to that of the DATEV system.
Another positive effect is that the technical quality of the accounting has improved. Recurring questions were not only resolved, but also documented and prepared for future cases. Over time, an internal reference work was built up that both FPA and Scewo can use. The meetings increasingly developed into technical exchange formats – with clear objectives and real added value.
Impact on business:
Focus on the essentials
For Scewo, this new structure means one thing above all else: more freedom for its operational business. While the internal focus is on creating outgoing invoices and customer relations, FPA takes care of all relevant tasks relating to incoming invoices, payment transactions, and tax reports. This not only reduces the burden on internal resources, but also increases the security and traceability of financial processes.
This relief is particularly important for a growing company like Scewo. Instead of investing valuable time in administrative processes, the team can focus on product development, sales, and customer service — in other words, the areas that are key to the company’s success.
Conclusion: Digitalization in accounting requires more than just software
The digitization of accounting does not end with the use of modern software. It begins with a clear analysis of the initial situation, a precise definition of requirements, and the consistent implementation of processes. In the project with Scewo, we have shown that even complex initial situations can be managed—provided you think systematically, work in a structured manner, and maintain dialogue.
With FPA as a partner, Scewo was not only able to solve specific technical problems, but also establish new stability in its accounting processes. The results are measurable: greater efficiency, fewer errors, better controllability. And above all: an accounting system that grows with the company.
This case study shows how important it is to view digitalization not as an IT project, but as a strategic issue – and why expertise, communication, and process understanding make all the difference.
If you want to make your accounting digital, efficient, and future-proof, get in touch with us. We will show you how digitalization in accounting works in practice – clearly, structured, and with measurable added value.
