Winters bouw ontwikkeling

The need

Winters struggled with piles of invoices years ago. These had to be physically carried from project manager to management. Because the purchase invoices went from one agency to another, anything could go wrong. The process was inefficient, making it impossible, among other things, to just check an invoice. Conclusion: the flow of invoices had to be faster, invoices should not get lost and a digital archive was desperately needed.

The solution

The benefits of Whitevision

“We work perfectly with Whitevision,” adds financial administrative assistant Bas Quartel. “Almost all invoices now come in by mail. We read these almost immediately in Whitevision as PDFs. Then we can see where the invoice is at any time. This is very convenient, because it allows us to switch gears immediately when things are in a hurry.” As a result, Whitevision has saved Winters considerable time: “We are not busy with purchasing all day, which leaves us time for other tasks.” Ton is very satisfied with the way Whitevision went through the implementation process with Winters. “Our Whitevision consultant first discussed with us exactly how the approval structure worked,” he says. “This was then embedded in the software very well. The process was adapted to our way of working. The sequence of actions remained the same, but we work a lot more efficiently. And the piles of invoices are gone!” What exactly does the current process look like? Bas explains: “When an invoice comes in by mail or post, I read it into Whitevision. If there is a receipt, I add it. The smart OCR software fills in all the invoice data – from invoice number to amounts. I only have to globally check that everything is correct, which is basically always the case. The invoice is then automatically sent via the Whitevision Workflow to the budget holder and management. After they have given their approval, the invoice automatically returns to me so that I can book it. And that completes all the steps (very quickly).”

The fact that Winters benefits from more efficiency and faster turnaround time is something Ton sees in several ways: “When auditors come to perform audits, they immediately see the receipts associated with an invoice. As a result, the audits don’t have to take a long time. In addition, we no longer spend time searching for invoices or prompting colleagues to approve them.” “We also save a lot of physical filing space,” Bas adds. “It saves cabinets full! In addition, Whitevision is a user-friendly solution. A child can do the laundry. Once you see how the system works, you can start using it. Of course you discover useful functionalities as you go along, but you work with it very easily and pleasantly from the start.” Consequently, Winters hardly needs any support. Bas: “The few times I did call in the Whitevision support team, my questions were answered excellently. Whitevision solves problems quickly and well.”

Winters is comfortable with Whitevision’s philosophy. “It matches ours,” Ton explains. “Whitevision really puts the customer first. It is not a multinational company. The approach is personal. And the company exudes the same efficiency that comes with the solution.” In addition, Whitevision focuses on innovation – a positive point, Bas believes: “If things can be done even better and more efficiently, we are of course open to that. And Whitevision is constantly working on this. The company innovates a lot and explains updates well, including through handy webinars.” Whether Winters would recommend Whitevision’s solution? “Absolutely,” Ton and Bas say in chorus. Ton is happy to elaborate: “We like the way it works and it is a clear program that is very easy to learn to use!”