ETB van Keulen

The need

As part of Corporate Social Responsibility and given the current zeitgeist, ETB van Keulen B.V. felt it was important to stop processing paper invoices. The company decided to switch to an automation solution. This decision had to lead to more efficiency, structure and time savings.

The solution

Initially, ETB van Keulen B.V. oriented itself to the possibilities via the worldwide web. An important condition was that the solution to be chosen would work with BouwInfosys InstallOffice. Whitevision met this requirement, provided clear information and was able to offer remote assistance. In addition, contact was very smooth and pleasant. The choice was quickly made: ETB van Keulen B.V. would use Whitevision’s solutions for digital processing of purchase invoices.

The benefits of Whitevision

1. Smart system that learns more and more on its own
2. Efficiency gains and time savings
3. Never lose an invoice again due to digital archive
4. Fewer errors
5. Perfect connection to BouwInfosys InstallOffice

“Improving efficiency and saving time: that’s what Whitevision has taken care of,” says Jessica Liebregts, commercial administrative assistant at ETB van Keulen B.V. ”My work week starts on Tuesday and I used to be busy processing purchase invoices on Wednesday as well. The whole processing process was quite a hassle. For example, I had to write additional information on the invoices and put stamps on them. Now I already processed all the invoices by Tuesday afternoon. That is one of the biggest benefits we are experiencing from this solution!” Tip; if you want to know how much time you can save, simply fill in the calculator on the Whitevision website. Now that the purchase invoice processing process is digital, everyone within ETB van Keulen B.V. can also find everything more easily: “Before, it was different. We stored paper invoices in folders, which meant more searching and sorting. Since we have been using Whitevision, we no longer need to keep paper archives. Everything is stored at one central point and therefore we can’t lose anything.”

Making mistakes is human, especially when you have multiple tasks. Whitevision makes a big improvement in this regard. “I take phone calls, receive visitors and book invoices in the meantime,” Jessica explains. “Then there’s a chance you’ll make the occasional mistake. Since we have been using Whitevision, we notice that far fewer mistakes creep in. It’s an incredibly smart system that learns more and more on its own. This allows us to book our purchase invoices digitally in a pleasant, secure and intelligent way.” Jessica finds the self-learning ability of Whitevision’s solution very ingenious: “The system recognizes who should ultimately approve the invoice. You can set that up, but you can also make the system increasingly smart by entering it just once. Then you basically ‘tell’ the solution where it can look up information, so it does it automatically the next time.”

Jessica finds the connection of Whitevision to BouwInfosys InstallOffice impressive: “It almost seems like they come from the same tube. Often you feel like you’re working with one and the same program.” ETB van Keulen B.V. has been using Whitevision’s solution for several months now. In that time, the company has occasionally run into minor questions or problems. “When we send those in, they are addressed immediately. We get responses to them the same day.” Jessica likes the fact that Whitevision offers adequate remote assistance: “You are helped immediately and in a very friendly way. That is very pleasant to work with. The help we need is really minimal, but when we do need to call in the support department, everything goes smoothly.” And that actually applies to the entire process – from implementation to support. “So far, we have nothing but praise for the communication. I have been in many places and the friendliness of Whitevision is really not evident everywhere.”

As far as Jessica is concerned, Whitevision offers the total picture: “The strength of Whitevision lies in the bundling of different aspects: efficiency, speed, friendliness and a seamless connection to BouwInfosys InstallOffice. In addition, ETB van Keulen B.V. is a company that places great value on Corporate Social Responsibility, so the fact that we now have less paper in circulation is very important to us.” So far, Jessica is really only positive about Whitevision: “We have now been working with the solution for several months. It has already brought what we had hoped for from it. We expect that Whitevision will eventually only bring us more. There are still many things in which we currently have no insight, but which certainly offer opportunities. “ETB van Keulen B.V. certainly wants to look into this, but first it is important to get everything up and running: “Colleagues are used to signing on paper, because they have done that for years. For them it is still a bit of a test. But my colleagues, management and I all realize that Whitevision is constantly developing and that we want to make use of that in the future. With additional modules, we will be able to benefit even more from the program. This way we can only further optimize the digital purchase invoice processing process, which has already become so much more efficient.” Whether Jessica would recommend Whitevision to others? To that question she has a short and firm answer: “Absolutely!”