LPP Case
IMPLEMENTED AN ELECTRONIC ARCHIVE
FOR 500+ STORES
- Up to 4 hours of working time saved per employee every day.
- Deployed the system on the company’s own servers.
- Automated document processing and integration with Vchasno.EDO and M.E.Doc.
- 4 months – implementation timeline.
ABOUT THE CLIENT
SE “LPP Ukraine” JSC “LPP” (LPP Ukraine) is the Ukrainian subsidiary of Polish fashion retailer LPP S.A., which develops the Reserved, Mohito, Cropp, House, and Sinsay brand network in Ukraine. The company has operated in the market since 2003, with 500+ stores and around 4,000 employees.
Due to its large number of retail locations, LPP Ukraine processes significant volumes of documents every day. To reduce the risk of errors and data loss, the company decided to move to a centralized electronic archive.
“Our team enters all acts manually… This really concerns me – I would like them to be automatically distributed in the system. In addition, documents are exchanged between 500 stores across Ukraine, and manual signing is a very complicated process. In one month of 2024, we had 4,000 documents – 200 invoices per day per person… that is a lot and takes far too much time.”
Maryna Samoilychenko
Head of Finance Department, LPP Ukraine
PROJECT OBJECTIVES
The company wanted to bring order to document flow: instead of several disconnected systems, it needed one convenient electronic archive. It was also important to speed up document exchange and signing and reduce manual work.
A separate task was to train the team so employees could quickly master the system and easily adapt to new processes.
IMPLEMENTATION APPROACH
CREATED THE STRUCTURE AND DATABASE
We recreated the company’s full organizational structure in the system and configured electronic directories. The system “understands” the hierarchy of units, employee roles, and all data required for automatic document processing.
As a result, each document is automatically routed to the responsible employee or department immediately – with no manual distribution or extra sorting time.
AUTOMATED HOURLY DOCUMENT PROCESSING
In retail, invoices, acts, and other files arrive from all stores every day. To prevent them from piling up and overloading the team, we configured automatic hourly document processing.
Now the system places files into the right folders and stores them in the archive automatically – without manual work or delays. Documents with no matching data are sent for manual review.
AUTOMATED ACT REGISTRATION
Implementing LitDoc.Archive made it possible to process acts automatically, significantly reducing employee workload and minimizing the risk of data entry errors.
IMPLEMENTED FAST ADDRESS IMPORT
We configured automatic import of 500 store email addresses through the Scriptum low-code platform. As a result, legally significant documents are instantly distributed across the entire network, while manual data entry time has been reduced to a minimum.
AUTOMATED INVOICE CONVERSION TO PDF AND DISTRIBUTION
The system automatically converts invoices to PDF and distributes them across points of sale, freeing up half of an employee’s workday for higher-priority tasks.
CONFIGURED AUTOMATIC IMPORT FROM VCHASNO AND M.E.DOC
To handle the huge document volume in fashion retail, we connected the archive to the main EDI services through open APIs. Now documents from Vchasno and M.E.Doc are automatically uploaded together with signatures, structured, and stored in a single archive without any effort from employees.
IMPLEMENTATION RESULTS
All legally significant documents of LPP Ukraine are stored in a single system that complies with the state G2 security certificate. This ensures data protection against unauthorized access and loss.
Lit.Doc.Archive allows flexible configuration of the archive structure and document card types, and automatically distributes uploaded files to the required sections.
Access is configured by role, and attribute-based search helps users quickly find the documents they need.
CLIENT FEEDBACK
“Previously, documents had to be physically handed over to all responsible people for signing and approval. It was a long and labor-intensive process.
That is why it is valuable that Lit.Doc.Archive automatically collects documents from all our providers according to defined algorithms, immediately structures them into the right folders, and distributes them across stores. As a result, the team significantly reduced document processing time. It was also important for us that we could use our own server to store data.
I would especially like to highlight the support – it was excellent. I thanked the LITIKO team many times. These are people who know their work. The process organization was at a very high level: clear testing statistics, understanding of what was ready, what was not, where it worked, and where it did not. It was clear that this project mattered to them – they truly cared about the result and continue to do so today.”
Maryna Samoilychenko
Head of Finance Department, LPP Ukraine
