Last updated: 1st November 2024
1. Introduction
VirtuDesk (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, process, and secure your personal information when you use our website, virtudesk.eu (“Website”), including the use of cookies and contact forms.
2. Data Administrator
VirtuDesk Polska Sp. z o. o., registered and based in Wrocław, Gołnowska 19, 54-315, Poland, acts as the Data Controller of your personal data in accordance with the Swiss Federal Act on Data Protection (revFADP) and Article 13 (1) of the General Data Protection Regulation of 27 April 2016 (GDPR). For questions related to your personal data, you can contact us via email: contact@virtudesk.eu or postal mail at our registered address.
3. Types of Personal Data Collected
We may collect and process the following types of personal data:
Identification Data: Name, surname, job title, company name.
Contact Information: Email address, telephone number.
Technical Data: IP address, browser type and version, operating system, device type, and browsing behavior.
Communication Data: Any information voluntarily provided by users via our contact forms or email correspondence.
4. How We Collect Your Personal Data
We collect your personal data through:
Contact Forms: When you voluntarily fill in forms to request information or consultation. When you submit a contact form on our website, you agree to allow VirtuDesk to process your personal data, including your name, email address, and telephone number, for the purpose of responding to your inquiries and providing you with information about our services. You acknowledge that you can request the deletion of your personal data at any time by sending an email to contact@virtudesk.eu or by writing to VirtuDesk Polska Sp. z o. o., registered and based in Wrocław, Gołnowska 19, 54-315, Poland, including a statement with this request. You also acknowledge your right to access your data, and that providing your data is voluntary; however, refusal to provide data means you will not receive commercial information from VirtuDesk Polska Sp. z o.o.
Cookies and Similar Technologies: Automatically when you interact with our Website, to improve user experience and analyze web traffic.
5. Use of Cookies
Our Website uses cookies, small text files placed on your device, to:
Provide essential website functionalities.
Analyze site usage and improve user experience.
Customize content and provide relevant information.
You have control over cookies through your browser settings. You may decline cookies, although doing so may affect your experience on our Website.
6. Purposes of Data Processing
We process your data for:
Responding to inquiries submitted via contact forms.
Providing requested information about our services.
Enhancing Website performance and user experience.
Ensuring the security and integrity of our Website.
Compliance with applicable legal obligations.
7. Legal Basis for Processing
We process your personal data based on:
Your explicit consent provided when submitting contact forms or accepting cookies.
Our legitimate interests in improving website functionality, communication efficiency, and ensuring the security of our systems.
Compliance with legal obligations where applicable.
8. Data Sharing and Transfers
We do not sell, trade, or transfer your personal data to third parties without your explicit consent, except:
To trusted service providers who help operate our Website and business, subject to confidentiality obligations.
Where required by law or to protect our legal rights.
9. Data Retention
Your personal data is retained only for as long as necessary to fulfill the purposes outlined in this policy, after which it is securely deleted or anonymized. Specific retention periods vary depending on the data type and legal obligations.
10. Data Security
We implement technical and organizational security measures to protect your personal data against unauthorized access, loss, misuse, or alteration.
11. Your Rights
Under applicable data protection laws, you have the right to:
Access your personal data we hold.
Request correction of inaccurate or incomplete data.
Request erasure of your personal data.
Restrict or object to processing of your data.
Request data portability of your personal data.
Withdraw consent at any time (where consent is the legal basis for processing).
To exercise any of these rights, please contact us at contact@virtudesk.eu.
12. Changes to Our Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Updates will be posted on this page, and the date of last update will be indicated at the top.
13. Contact Information
For any questions or requests related to this Privacy Policy, please contact:
VirtuDesk Polska Sp. z o. o.
Gołnowska 19, 54-315, Wrocław, Poland
Email: contact@virtudesk.eu
Context
Our Swiss client utilizes a cloud-based accounting platform for their bookkeeping and maintains multiple bank accounts with PostFinance. Accurate and timely recording of bank statements in the accounting system is a critical component of effective cash management. Currently, this process is performed manually: an accounting clerk downloads the bank statement from the e-banking system in CSV or Swiss-standard formats (camt.053/camt.054), uploads it into the cloud accounting tool, and manually assigns the transactions to the appropriate accounts in the general ledger, customer ledger, or AP ledger.
Proposed Solution
To optimize this workflow, we propose the implementation of a intelligent automation solution to fully automate the bank statement integration and reconciliation process. The robot will:
Post all remaining transactions appropriately to the general ledger in accordance with the organization’s accounting structure.
Reconcile the closing balance recorded in the accounting system with the bank statement balance.
Upon completion of the reconciliation, the robot generates a verification report highlighting any discrepancies, which are then routed to the accounting team for manual validation.
At month-end, a comprehensive reconciliation report is delivered to the accounting department. This includes monthly bank statements, detailed reconciliation to the general ledger, customer ledger, and AP ledger. All supporting documents are archived in a secure repository for audit and compliance purposes.
Key Benefits
Up to 80% reduction in processing time and a significant decrease in error rates.
Human oversight limited to exceptions – typically fewer than 10% of transactions.
Reconciliation backup and bank statement copies are automatically archived as PDF files for audit readiness and future reference.
Systems Automated
Context
Our client distributes a wide range of wood products—including pallets, crates, and building and truss materials—across nearly all states in the U.S. Currently, the invoicing process is manual: invoices are created based on “completed load” reports from the dispatching system (Aljex) and sent to customers via email along with supporting documentation.
This manual workflow is time-intensive and prone to delays and errors. Moreover, data from the dispatching software (Aljex) must be manually reconciled with the accounting system, significantly increasing administrative workload.
Proposed Solution
To streamline operations and reduce manual effort, we implemented an automation solution using n8n, a flexible, cost-effective, and easily deployable automation platform. Key components of the solution include:
Key Benefits
Systems Automated
Initial context
Our client processes between 80 and 100 invoices each month as part of their standard billing operations. The current process involves manually retrieving data from Abacus system (including billable hours, payroll counts, and fixed fees), preparing individual invoices in Excel, posting them into the Sage accounting system, and emailing them to clients. This repetitive and manual process consumes two full working days each month, carries a high risk of human error.
Proposed Solution
To streamline and optimize this process, VirtuDesk proposed the implementation of an attended solution that automates the end-to-end invoice workflow while maintaining human oversight at key control points. The robot will:
Key Benefits
The automation reduced manual effort by up to 80%, cutting the invoicing process from two full working days to just a few hours per month. It ensures improved accuracy and consistency, as all key actions are logged and reconciled. Human oversight is focused on reviewing discrepancies and validating outputs, allowing staff to shift attention to more strategic tasks. Additionally, the solution is fully scalable and audit-ready, with all documents and reports archived for compliance and future reference.
Systems Automated