The Challenge: Manual Invoice Management Slowing Down Construction Projects
THOST's project teams struggled with inefficient manual invoice processing that created administrative bottlenecks on active construction sites.
Project manager Torsten Hecht manages a large-scale 32,000-square-metre property expansion project. Project assistant Jennifer Edel processes dozens of construction invoices daily, verifying pricing accuracy, VAT calculations, discounts, and retention amounts whilst ensuring proper documentation and filing.
Key Problems with Excel-Based Invoice Workflows
- Up to 80 invoices arriving on peak days overwhelmed manual processing capacity
- Each invoice required opening separate Excel files to cross-reference contract details
- Project managers spent evenings reviewing and approving up to 50 invoices beyond their construction site responsibilities
- Administrative delays became routine despite team overtime
- Time-consuming navigation between multiple files for invoice validation
"Every evening I had to sit myself down in front of the computer and take a look at and approve up to 50 invoices," recalls Torsten Hecht. "We knew something had to change."
The Solution: Fast Alasco Implementation for Digital Invoice Management
THOST deployed Alasco's financial management platform with support from the Alasco Customer Success Team, achieving full operational capability in just one week.
"Things changed within a week. It was amazing," says Jennifer Edel, noting the stark contrast to previous software implementations that required extensive time and technical expertise.
Rapid Onboarding Results
- Processed 200-invoice backlog within three weeks
- Now handles 30-40 new invoices daily with ease
- Seamless transition from Excel-based to digital workflows
Measurable Business Outcomes
75% Time Reduction in Invoice Approvals
Final invoice approvals now take 15 minutes instead of 60 minutes - a 3x improvement in processing speed.
Operational Efficiency Gains
Alasco's structured platform eliminates toggling between files and manual line-item verification. The centralised system provides:
- Complete payment visibility across all project invoices
- Automated overpayment alerts preventing budget overruns
- Verified data accuracy reducing approval friction
- Comprehensive documentation eliminating invoice oversights
"I know that the numbers and details are right. It's a big relief," says Jennifer Edel. "It's unbelievable how much time that saves me."
Torsten Hecht values the comprehensive project overview: "I see everything that's been paid. The software even warns me about overpayment. Invoices don't get overlooked anymore."
Why THOST Chose Alasco
The clear structure, intuitive data overview, and integrated documentation eliminated the tedious administrative work that previously consumed project team hours, allowing THOST to focus on core project management responsibilities: maintaining budgets, meeting timelines, and ensuring quality construction delivery.
“These days I approve the final invoice within 15 minutes. Before Alasco, I used to need an entire hour.” -Torsten Hecht, Project Manager at THOST Projektmanagement GmbH
About THOST Projektmanagement GmbH
THOST is a leading German project management company with over 500 employees across 21 international locations, delivering complex construction projects for industrial clients and public and private investors.
