Aloquence s.r.o.

About the client

Aloquence s.r.o. is a distributor of medical materials with a broad portfolio of components, supplying customers across various industrial sectors, government institutions, and universities. It builds its position on quality, fast availability of stocked items, and precise traceability of goods through serial numbers and batches. It works with dozens of suppliers, dispatches through several couriers, and invoices in multiple foreign currencies.

The challenge

Before deploying Modulario, Aloquence ran on the Money S3 accounting software supplemented with Excel (price calculations), Word (quotations, documentation), and email communication — without any automated linkage. The external accounting firm received documents physically, which prevented quick visibility on the Aloquence side:

• Manual rekeying of data from received invoices and delivery notes into Money S3 slowed finance down and generated errors
• Customer inquiries, quotations, orders, and invoices were managed in different tools — without a unified flow
• For the key supplier SIOT, product availability and prices changed daily, but updates were done manually — creating mismatches between offer and actual availability
• Warehouse operations (receiving, dispatch, transfers between branches) lacked digital records of batches, serial numbers, and goods expiration
• Money S3 limits product name length, complicating item identification
• For deliveries abroad, a single fixed exchange rate was used instead of the current NBS rate, distorting accounting
• Communication with multiple couriers (Chameleoon and others) ran manually outside the system
• Accounting overviews, cash flow, customer profitability, supplier turnover, and margin development were not available in real time

The solution

Modulario delivered a comprehensive ERP built on interconnected data structures and automated events that replaced Money S3 and the office workarounds:

• OCR + AI capture of received documents — the system pulls received emails with attachments directly; OCR + AI import processes orders and documents (OCR Order Import, OCR Document Import, Line items of received documents) and eliminates manual rekeying
• Commercial cycle — inquiry → quotation → order → issued invoice (including proforma invoice, credit note, and tax document) in a single flow with line items and VAT calculation
• Multi-branch warehouse — warehouses, branches, locations, stock movements, transfers, batches, serial numbers, and expirations for precise traceability, plus stock reservations on received orders
• Foreign currencies with NBS rate — invoicing in multiple currencies (EUR, USD, GBP) linked to the current NBS exchange rate list
• Dispatch with courier integration — Chameleoon and other couriers, delivery method records directly from the document, support for partial deliveries
• Supplier and customer directory — contact persons, supplier bank accounts, payment methods, agreed prices and conditions
• Accounting records — issued invoices, received invoices, tax documents, credit notes, proforma invoices, bank accounts with movements and cash flow; documents prepared for electronic transfer to the accounting firm
• Analytical dashboards — sales rep performance reports, top customers, turnover, margins, and stock balances
• Service desk and video tutorials — internal support and training materials directly in the system