GWS dé schoonmaker

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Making cleaning easy and adding value to clients’ organizations: that’s what GWS the Cleaner does. The family business, which has been around since 1984, believes that it’s all about the right people in the right workplace. Because GWS the cleaner finds it important that employees can work under decent conditions, every employee takes the basic cleaning training (internally). The company also offers growth opportunities so that employees can work with knowledge and pleasure and deliver quality. In addition, the regional, involved and sustainable cleaning company wants to be meaningful for its relations and environment.

The need

GWS the cleaner thought it was high time to improve its purchase invoice processing process. The company was looking for a way to work more efficiently, faster and reduce the error rate. With that in mind, it wanted to scan incoming invoices and read them into its ERP program. The problem: ERP package Nocore had no built-in scan and recognize option. GWS the cleaner went looking for a solution.

The solution

GWS the cleaner sought information from various scanning and recognition parties. When Nocore reported that it was in talks with Whitevision about a link, GWS the cleaner requested a demo. This was so good that the company did not feel it necessary to look any further. The choice had been made: GWS the cleaner wanted to use Whitevision’s solution to optimize its procurement invoice processing process.

The benefits of Whitevision

More time and convenience, fewer human errors.
Clear process where purchase invoices are properly posted and archived immediately.
Automatically circulate invoices for approval with workflow software.
The Whitevision consultant provides good guidance during implementation, after which an accurate support team handles questions quickly and excellently.
Focus on innovation and continuous development to make the solution ever better.

“Whitevision has saved us time and convenience as well as preventing human errors,” says Gaby Westelaken, director of GWS the cleaner. The company has been using the solution since March 2020 and is very satisfied with it. “The solution ensures that purchase invoices are immediately booked correctly in our accounting program. The process is clear. An invoice comes in digitally, after which the system recognizes the invoice data – from VAT number and supplier details to invoice amount and cost centers. Because we also use the Whitevision Workflow, we can automatically circulate the invoice along approvers. When the last person has given approval, the invoice is automatically archived. For us, this is very convenient!”

"The most positive aspect about Whitevision? Actually, the whole system! It works exactly as I expected, which allows us to work much better."

Invoices previously came in digitally to GWS the cleaner, but the processing was a lot more cumbersome: “We had to print them, stamp them, scan them into the CRM system, ask the right people for an approval and do a manual entry,” Gaby explains. “That was very labor-intensive. And when employees were on vacation, it all became even more difficult. With Whitevision, actions that used to be time-consuming are automatic. Also, we always have a backup. That works much easier!”

“Met Whitevision verloopt het proces automatisch en hebben we een back-up”

The implementation did not go without a hitch, as it had to take place in the middle of the corona crisis. Gaby: “It was during lockdown, so everything went remotely. That took some getting used to. We ran into some questions, but Whitevision handled them very well. Our Whitevision consultant guided us very well.” Gaby is also happy with the follow-up process: “If we have a question, Whitevision’s support team takes care of it immediately. The staff resolves everything for us in a quick, well-thought-out manner. The communication is very pleasant, so I’m satisfied with that too.”

"Whitevision stays in motion through continuous development"

What Gaby also likes is that Whitevision is always working to make the solution even better. As part of this, the company is also open to suggestions from customers: “For example, we would like to be able to enter transit bookings. Whitevision has now put that on the list. It’s nice that the company listens to such customer requests and picks them up – where possible.” Gaby concludes that the entire system meets expectations: “Challenges are turned into solutions. This allows us to work better, faster and more efficiently. I would therefore definitely recommend Whitevision to others.” GWS the cleaner should not think about switching: “We would only do that if the solution is no good. And my experience with Whitevision is just very good. I also like the fact that Whitevision keeps moving through continuous development. That focus on innovation fits our philosophy perfectly!”

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Back to overview

New Archives Act in 2027: What Will Change for Financial Administration and Procurement?

The new Archives Act is expected to take effect on January 1, 2027. This is a logical step, as documents are increasingly received and processed digitally. Examples include invoices sent via Peppol, contracts stored in a document management system, and approvals processed through digital workflows. The Archives Act primarily applies to government bodies, such as ministries, municipalities, and water boards. Other organizations may also be subject to the Act if they exercise public authority. It is therefore important for employees and managers in financial administration and procurement to take a critical look at the entire document workflow. Documents must not only be processed correctly, but also be reliable, legible, accessible, and easy to retrieve.

From AI Assistant to AI Agent: What Does Agentic AI Mean for Finance and Procurement?

AI has become an indispensable part of administrative processes. Documents are automatically recognized, data is extracted, and posting suggestions are becoming increasingly sophisticated. But the next development is already on the horizon: agentic AI. Whereas AI has primarily helped with performing individual tasks up to now, an AI agent can independently combine multiple steps within a process. Think of recognizing an invoice, verifying data, detecting discrepancies, and then determining what the next step should be. Translated with DeepL.com (free version) For finance and procurement, this means that automation is shifting away from mere recognition and increasingly focusing on verification, assessment, and action. And that is precisely what is becoming important now that generative AI is making it easier to mimic convincing documents, messages, and even identities.

ESG reporting is on the horizon: How your invoice flow is the key to sustainability data

For CFOs, ESG reporting is increasingly shifting from a future concern to a concrete responsibility. New laws and regulations require organizations to provide insight not only into their own performance, but also into that of their suppliers and supply chain partners. This includes CO2 emissions, the origin of goods, transportation movements, and sustainability policies within the supply chain. The challenge? Much of that information isn’t stored in separate ESG systems, but in everyday procurement documents such as invoices, order confirmations, and packing slips. That’s precisely why the quality of financial and administrative data is playing an increasingly important role.