Order confirmations - Whitevision

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.

From claiming expenses to paying straight away: how corporate payment cards are changing the spending process

Employees who first pay for lunch, a hotel stay, or a train trip out of their own pocket and then submit a reimbursement claim. For years, this was the standard practice in many organizations. Nowadays, more and more companies are opting for corporate payment cards—whether physical or digital—that allow employees to make business-related purchases directly. That may seem like a minor change, but the impact on the expense-claims process is greater than you might think. Because although the need to pay expenses up front is being phased out, proper processing of expense claims remains essential.

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.

Data-Driven Procurement in Healthcare: From Gut Feelings to Smart Decisions

Procurement in the healthcare sector often takes place under time pressure. Departments need something, suppliers deliver, and the paperwork follows. The process keeps moving forward, but the big picture is often missing. This is precisely where data-driven procurement makes a difference—not by adding more work, but by making smarter use of existing information.

The 5 biggest bottlenecks in the purchase-to-pay process

For many organizations, the purchase-to-pay process is an essential yet often underestimated part of their administrative operations. From purchase requests to invoice processing and payment, a well-designed purchase-to-pay process ensures clarity, efficiency, and control. In practice, however, bottlenecks frequently arise that hinder growth and efficient operations. It is precisely during the exploratory phase—when organizations are considering how to optimize their administrative processes—that it is important to have a clear understanding of these challenges within the purchase-to-pay process. Where do the biggest problems arise, and what impact do they have on your organization?

What is IDP, and why could it be a game-changer for healthcare projects?

The pressure on administrative processes in the healthcare sector continues to grow. Think of invoices, claims, patient documents, and contracts that come in every day. Many organizations are therefore looking for ways to work smarter and more efficiently. In that search, you’ll quickly come across the term IDP. But what exactly is IDP, and why does it play such an important role in healthcare projects?

How to Use Spend Analytics to Manage Healthcare Expenditures

The pressure on healthcare organizations has been mounting for years. Budgets are under strain, demand for care is growing, and at the same time, processes are becoming increasingly complex. Given this reality, it is becoming increasingly important to gain control over spending—not just after the fact, but specifically in advance and during the process. Spend analytics plays a crucial role in this. But what exactly is spend analytics, and how does it help healthcare organizations make better decisions? In this blog, you’ll discover how to use data to control costs and drive strategic decisions.

Practical tips for a smooth quarterly closing

For many finance departments, the end of the quarter is a recurring peak period. Invoices must be processed, entries checked, VAT returns prepared, and reports drawn up. If processes are not optimally organized during the quarter, work piles up in the final weeks. However, closing the books at the end of the quarter doesn’t have to be a stressful sprint. With the right processes and smart support, you can spread the workload, reduce errors, and deliver reliable figures faster. In this blog, you can read how to make your quarterly closing more efficient and manageable.

Getting a grip on your purchasing process: how to make the transition to digital and efficient

A well-designed procurement process is more important than ever for many organizations. The amount of data is growing, supplier relationships are becoming more complex, and finance and procurement teams have less and less time for manual administrative tasks. At the same time, organizations want more control over costs, contracts, obligations, and risks. However, in practice, the procurement process is often fragmented. Information is scattered across mailboxes, PDFs, spreadsheets, or folders. Contracts disappear from view and invoices are still checked manually. This makes it difficult to work more efficiently and base decisions on reliable data. More and more organizations are therefore looking at how they can organize their procurement process more intelligently. In this blog, you can read how to do this digitally, which technological developments are changing the process, and how you can benefit from this.

AI in document processing: smart automation with IDP

Every day, organizations process large quantities of documents: invoices, order confirmations, contracts, and other administrative documents. Although these documents are increasingly being received digitally, they are often still processed manually. This takes time, increases the risk of errors, and makes processes less predictable. Intelligent Document Processing (IDP) helps to make document processing smarter and more efficient. Not by simply reading text, but by actually understanding documents. What exactly is IDP, what does it offer, and what do you need to take into account?

Pure mediation explained: the role of three-party invoicing

Intermediaries play an increasingly important role in bringing together clients and independent professionals. At the same time, there is growing attention for transparency, fiscal responsibility, and proper administrative organization. In this area of tension, three-party invoicing, also known as pure mediation, is increasingly emerging as an invoicing model. In this blog, you will discover what three-party invoicing entails, how it relates to self-billing and intermediary invoicing, and how you can keep control of your work and risks with a well-designed administrative process.

Spend management: control and insight into business expenses

In many organizations, keeping track of business expenses is a time-consuming task. Receipts get lost, expense reports are submitted late, and there is a lack of overview. Still, it is precisely those small payments, from travel expenses to office supplies, that form an important part of the total expenditure pattern. More and more companies are therefore looking for ways to improve their spend management. Not only to save costs, but also to automate processes, reduce errors, and gain real-time insight into spending.

Grip on your non-salaried personnel: maintaining an overview in a flexible world

The flexible use of non-salaried personnel, such as self-employed professionals, freelancers, and temporary workers, is becoming increasingly common in healthcare, education, and childcare. It allows organizations to respond quickly to peaks in demand or staff shortages. At the same time, it can make administration more complex and costs less predictable. In this blog, you can read how to maintain control over non-salaried staff, organize processes more efficiently, and maintain transparency, so that flexible deployment becomes a strength rather than a risk.

Ready for the year-end closing? How to wrap up 2025 smoothly

The end of the fiscal year is approaching. For finance and procurement departments, this often means a peak period: extra invoices, tight deadlines, and a lot of checking work. But closing the books doesn’t have to be a race against the clock. With good preparation and a smart approach, you can make the process clearer and less prone to errors. Below are eight tips to help you close out 2025 smoothly and get 2026 off to a good start.

VAT in the Digital Age: prepare now for mandatory e-invoicing

ViDA (VAT in the Digital Age) is the European Union’s plan to modernize VAT rules. This new legislation will have a major impact on administrative departments. Sending invoices as we often do now, by pdf or email, will therefore largely disappear. From 2030, electronic invoicing (e-invoicing) will become the standard for international transactions within the EU. Step by step, countries will also introduce this nationally. This means that companies will have to fundamentally change their administration. Not in five years’ time, but now.

Operational Excellence in Accounts Payable: Why “Good Enough” Isn’t Enough

For many organizations, processing incoming invoices is still a labor-intensive and error-prone process. While other processes have already been largely automated, invoice processing often lags behind. This is precisely where there is room for improvement. Operational excellence is not a luxury, but a necessity.

Using AI smartly for your invoice processing: 7 practical tips

How do you make your administration run smarter, without immediately changing course? AI invoice processing may sound like something for later or for large companies with big budgets. But it’s precisely with small, targeted applications that you can quickly make a difference. In this article, we share practical tips for getting started with AI in your invoice processing today. No technical deep dives, but concrete tools for organizations looking to take steps toward automation.

Invoice retention obligation: processing e-invoices and keeping digital records secure

With the rise of e-invoices and networks such as Peppol, it is becoming increasingly important to organize your digital administration efficiently, securely, and clearly. The invoice retention obligation requires companies to retain incoming and outgoing invoices for at least seven years. In this blog, we explain how you can comply with the (e-)invoice retention obligation, keep your digital administration secure, and how smart software helps you keep everything organized.

Inventory management: the key to a streamlined organization

An efficiently organized ordering and inventory process is the backbone of any organization that wants to keep a grip on costs, time and resources. Yet in practice, this process is often unnecessarily complex and error-prone. Many organizations still rely on manual methods, fragmented systems or individual solutions that only work temporarily. Especially in the orientation phase – in which many organizations are thinking about optimizing their administrative processes – it is important to consider the role of inventory management. In this blog, we explore why a well-designed procurement process is so important, what pitfalls are common and how automation can help you work more efficiently.

E-invoicing: the 5 most frequently asked questions

E-facturatie wordt steeds belangrijker voor organisaties in het mkb. Bedrijven willen processen automatiseren, efficiënter werken en de foutgevoeligheid van handmatige verwerking verminderen. Het ultieme doel van e-facturatie is om het proces automatisch te laten verlopen. Daardoor werk je efficiënter en veiliger. Maar wat is e-facturatie precies? En hoe begin je ermee? In dit blog beantwoorden we de vijf meest gestelde vragen over e-facturatie.

E-procurement: towards an optimal procurement process!

Need office supplies or a new office chair? Employees often order those themselves, either through their favorite online store or by making a quick phone call to the supplier. That seems very easy. But meanwhile the receipts, packing slips and invoices pile up. Before you know it, they get mixed up or lost. And the overview? That is hard to find. Many organizations struggle with streamlining their procurement processes. Fortunately, there is a solution: e-procurement. It gives you a grip on everything to do with ordering, delivery, approval and payment. Want to know what e-procurement entails and how you can benefit from it? We explain that in this blog post!

Outbound e-invoicing via Peppol: it can be that simple

E-invoicing through Peppol is becoming increasingly important. Governments are asking for it, more and more companies are switching over, and the digital invoice is fast becoming the standard. But what about if you want to send e-invoices via Peppol yourself? What do you need? And how do you make it work without your organization drowning in technology? In this blog you can read all about outbound e-invoicing via Peppol and how we can help you.

Peppol Access Point: what exactly is it and what does it do?

More and more organizations are switching to e-invoicing. Not only because it is faster and more efficient, but also because more and more governments and companies demand it as standard. In this blog, we explain to you all about Peppol and the importance of a Peppol Access Point for sending and receiving digital invoices securely. Whether you work at a large company, are an SME or are responsible for financial administration: if you work with digital invoices, sooner or later you will come across Peppol. But what exactly is Peppol? How does it work? And why choose a Peppol Access Point?

Privacy in the AI era: what you need to know

Privacy in the age of AI is currently a hotly debated topic. Artificial intelligence (AI) is rapidly changing the way we work, communicate and process information. From smart algorithms that recommend products to chatbots that provide customer service, AI is becoming increasingly intertwined with our daily lives. While the benefits of AI are enormous – think time savings, personalized experiences and better insights – these technological advances also bring new challenges. One of the most pressing issues is privacy. After all, AI systems run on data, which means your data plays a crucial role in how this technology functions. The more data an AI system has, the smarter and more efficient it becomes. But what exactly happens to that data? Are they stored securely? Who has access to this data? And how do you prevent your data from being misused or shared without your permission? In this blog, we dive deeper into the key privacy issues surrounding AI. We look at where the risks lie, what legislation already exists to protect your privacy, and what you yourself can do to keep your data safe.

Why do field purchases take up lots of construction companies’ time? On to process optimization!

As a construction company, you regularly have to deal with the illustrious field purchase. Did you know that field purchases take up to 50% of the finance department’s time, while they represent a mere 2% of the total purchase value? And even then, the result is usually far from ideal. It’s easy to lose the overview during the process. And since your time is limited, you have no choice but to perform random price verifications. Moreover, important management information is lost, because you can’t post all invoice line items separately. The question is, how to process field purchases faster, easier, and more efficiently?

Whitepaper field purchases

In the construction industry, they are inevitable: stalls. Executives on the construction site often discover at the last minute that they need additional materials and quickly place an order via phone, WhatsApp or an online shop. While this seems like a quick solution, processing these orders in the administration often involves delays and complications. In this white paper, we give you a blueprint for processing stall orders quickly and efficiently!

Intelligent Document Processing: the key to more efficient business processes

Intelligent Document Processing (IDP) is the solution to automate manual and time-consuming administrative processes. Whether invoices, order confirmations or complex reports, IDP combines technologies such as OCR and artificial intelligence to not only recognize text, but also understand context and meaning. The result? More efficiency, fewer errors and smarter workflows for teams within procurement, finance and other departments. Wondering how IDP can help your organization? Then read on quickly!

Reverse billing and self-billing: 2 terms, 1 process

We often get asked: “What is the difference between reverse billing and self-billing?” The answer is simple: there is no difference. Yet the use of different terms regularly causes confusion. It’s time to clarify this and explain why this method of invoicing is so smart.

How to improve spend management in your organization? [5 tips]

Spend management is crucial for every company. In practice, however, many struggle to properly organize it. This is often due to small, unexpected purchases. Whether you operate in construction, healthcare, or the education sector, you’ve probably had to deal with invoices that are difficult to match. And you are likely familiar with purchases made outside the standard procedures. How can you get a grip on all your expenses and ensure a much smoother process? Use the five practical tips we share in this blog post!

Robotic accounting and AI: what does the future of finance look like?

The world of finance is changing rapidly. Since automation has taken off, more and more manual tasks are a thing of the past. Robotic accounting has played a huge role in automating repetitive manual tasks in finance departments. But what’s next? With technology developing at lightning speed, what does the future look like?

The impact of AP automation on supplier relationships

For many companies, managing supplier relationships is an ongoing challenge. Delayed payments, administrative errors and poor communication can create frustration and mistrust between you and your suppliers. In a competitive marketplace, keeping these relationships running smoothly and efficiently is critical. But how can you address these issues without increasing your team’s workload? The solution is found in AP (Accounts Payable) automation. By streamlining and modernizing your payment processes, you can not only improve internal efficiency, but also strengthen relationships with your suppliers.

The 6 biggest benefits of SaaS for your administration

If you work in a financial administration or procurement department, you probably recognize the need for overview, speed and control. SaaS – Software as a Service – meets this need perfectly. More and more organizations are opting for this way of working: software that does not run on your own server, but is available via the cloud. That means less technical hassle, access to the latest functionality anytime and anywhere, and room to design processes smarter. Especially when you work with solutions specifically designed to automate invoice processing, contract management or order flows. Want to know what makes SaaS so valuable for your daily work? Here are the 6 most important benefits:

Checklist: Getting started successfully with automated invoice processing

Processing invoices often takes more time than you would like. Maybe you run into long payment deadlines, errors in the administration or simply a lack of overview. Automatic invoice processing is the way to make this process smarter, faster and error-free. But how do you go about it? With this checklist we will help you step by step on your way to a successful transition to automatic invoice processing.

Purchase-to-pay process: how do you optimize P2P within your organization?

Optimizing procurement and finance processes is a must for organizations today. This will save you costs and improve overall operational efficiency. The process for purchase invoice processing is well established at many company. Most companies here started digitizing at some point. It makes sense, because the arrival of an invoice was often the crystallization point at which people start looking at purchasing: “Does the invoice match the order?”, “Was what was agreed to be delivered also delivered?”. Recently, we have been engaging with organizations to identify what other challenges they currently face in this area. What issues do they run into? And how can you make the P2P process even further optimize? In this blog post, we share our findings and discuss a possible solution.

Efficient invoice management: optimize your financial process

In the rapidly changing digital world, managing finances is critical to the success of any business. A core component of these financial management processes is invoice management. An area of great importance to the health of your operations and a challenge at the time when your invoice flow increases as you grow. Efficient invoice management is not just about paying bills on time; it is a complex process that can improve cash flow, reduce errors and ensure better relationships with suppliers.

Time to join the Peppol network? This is what you need to know!

From different sides you hear about the Peppol network. Perhaps your organization already receives and sends invoices through Peppol from time to time. Or you are currently exploring a good “Peppol approach. Is this the right time for you to join the Peppol network? And what exactly does that entail? In this blog post, we list the most important “Peppol facts” for you!

Whitepaper e-invoice processing

‘E-invoices,’ ‘XML,’ ‘UBL,’ ‘pdf’: You’ll find these terms everywhere If e-invoicing is done entirely according to the ideal, you no longer need to perform manual operations. But practice is different: organizations have to deal with different standards and formats as well as receive other invoice types. As a result, they receive and process a diverse stream of incoming invoices. What exactly is the place of e-invoices in this flow? And how can you process them in a smart, unified way? In this whitepaper, we take a closer look at that!

Whitepaper the future of invoice processing

In a very short period of time, digital invoice processing has undergone profound changes. Curious about recent and expected developments in digital invoice processing? We tell you all about it in our white paper “The future of invoice processing: how to future-proof your administrative process?” In it you will read, among other things, about the automation of processes, but also how to give e-invoices -and the various initiatives involved- a place within your administration.

Jumping on the artificial intelligence train? Here’s how procurement and finance benefit from AI

A tremendous amount is happening in the field of artificial intelligence (also called “Artificial Intelligence” or, for short, “AI”). From summarizing meetings to producing videos: bots can do more and more. The tools are flying around your ears. And now that the world is getting smarter and smarter, you from the procurement or finance department would also like to jump on the artificial intelligence train. But in a way that makes your job easier. In your case, this probably means that you want to automate repetitive, boring tasks. That way you can focus on tasks you enjoy and that are more challenging. But which options are really interesting for procurement and finance departments?

What is a UBL invoice and what processing challenges are involved?

You hear the term “UBL invoice” thrown around more and more. UBL is a movement on the rise. The topic was put firmly on the map early this year when the government required suppliers to submit invoices digitally in UBL format. We think this is a very nice initiative and so we embrace it. Since Whitevision helps organizations work more efficiently, such a standard also raises our curiosity. To adapt our solution to UBL, we delved into the subject. What is a UBL invoice? What challenges do you face when trying to process an UBL invoice? And how do you confront them? We tell you all about it in this blog.

Are you allowed to keep invoices digitally?

Storing invoices digitally: you hear more and more about it, but you struggle with the necessary questions. Because is this actually allowed? And if so, where do you start? Although smart solutions for digital booking of purchase invoices exist today, the archiving process within many organizations is still paper-based. Many a financial administrative employee in 2019 still spends a lot of time storing purchase invoices in folders, which are kept in cabinets in the office. Such a paper archive also makes retrieving an invoice at a later date a time-consuming task. Recognizable? Then you might be considering a more efficient alternative: storing invoices digitally. But what should you take into account when switching to a digital archive?

Processing incoming documents: what’s the next step? On to the future!

Repetitive work and manual actions you want to limit as much as possible. Because that’s not how you get the most out of yourself. Moreover, it is not very efficient. What if you could automate all these kinds of tasks, leaving you much more time for work that would make you happier and add more value to the organization? This thought forms the basis for the (further) development of our solutions. For us, the user is central: they must always be able to work easily with a system. That is why our solutions connect to business processes at a very high level. No matter how these are organized, ease of use remains. In the continuous further development of our own software, this remains a crucial factor. Curious about what you can expect from us in terms of innovation in the near future? We would like to update you in this blog.

Text recognition pdf: what software options do you have?

You have to deal with PDFs on a regular basis in the financial administration department. After all, the stream of incoming documents contains many pdf files. It is important to process these adequately. How do you do that? By applying text recognition. With good scanning and recognition software, you automate the processing process: you no longer have to perform manual operations, allowing you to focus on challenging tasks that add more value to the organization. Moreover, you work more efficiently and reduce the chance of error, because the software eliminates overtyping. One caveat: you only enjoy these benefits if you choose the right software.

Software invoice approval:
4 characteristics of a good workflow system

Approving invoices involves a process. At some companies, this is still done entirely manually: they print out paper invoices to pass from desk to desk. However, most organizations these days circulate digital invoices via email or network folders. In either case, the margin for error is very high. Invoices easily get lost or stay in one place too long, causing you to miss a payment discount. Plus, no one has good visibility into the approval process. That can be done differently – and by automating invoice approval through a workflow system.

Records retention: mini guide to keeping your records digitally

Keeping your records is not a choice, but a must. This is because it is a legal requirement to record all data about your business. You must also be able to retrieve them over a certain period of time, for example in the event of an audit by the tax authorities. But the details regarding the legal retention obligation are not clear to everyone. That’s why you Googled the term “legal records retention period. How long must you store your records? How can you keep records? And how do you keep your records in order? In this mini guide to keeping your accounts digitally, you’ll find the answers to these questions!

5 trends that will affect document recognition and financial accounting processes

The world has rapidly begun to look very different. Technological developments were rapid before the pandemic, but the corona crisis accelerated them. In the past year, organizations have embraced far-reaching automation en masse. The result: an array of new trends in document recognition and financial accounting processes. Can’t see the forest for the trees? No problem. We follow the trends closely. In this blog post, we list the 5 most important ones for you!

What is an XML invoice and what processing challenges are involved?

In finance, you have gone through many changes over the past few years, especially when it comes to incoming document processing. The vast majority of companies now receive (almost) no paper invoices. They handle the incoming invoice flow by mail – usually through a separate invoice mailbox. At the same time, the formats in which invoices come in have increased in diversity. A PDF file, a UBL invoice (“UBL” stands for “universal business language”) and, of course, an XML invoice: you receive documents in all shapes and sizes. E-invoicing is gaining prominence. As a result, you face new processing challenges. With electronic invoices on the rise, what do you need to consider in finance? And how do you meet the challenges? And what exactly is an XML invoice?

OCR software: the ‘what,’ ‘how’ and ‘why’ of scanning and recognition

‘OCR’, ‘Optical Character Recognition’, ‘optical character recognition’, ‘software OCR’, ‘scan and recognize‘: the terms around document recognition are flying around your ears – and you’ve probably Googled them all by now. But the information surrounding the subject is often technical and subjective, making it difficult to get a good picture of OCR. Where can you find the explanation you’re looking for? On this page, we list all the important questions and answers regarding OCR software for you! The basics of OCR software: understanding optical character recognition Curious about the principle behind OCR and the benefits you can get from OCR software? In this section, we’ll go into that in more detail.

Scanning and recognizing invoices anno 2024: how to take advantage of the latest technology?

Do you want to scan and recognize invoices in the most efficient way? Then it is important that you are up to date with the latest techniques.

Scanning and booking invoices: how does interfacing with your ERP system work?

Scanning and booking invoices with a good automation solution saves you a lot of time. But you’re only truly efficient when this solution interfaces with your ERP system. What exactly should you imagine?

Processing procurement invoices digitally: what does the optimal solution look like?

Are you looking for a solution that will allow you to work as efficiently as possible in your financial administration? If so, you will want to choose a party that works well with your ERP vendor. This way you can be sure that the integration is optimal and that you are dealing with a reliable solution. The basis of our approach is that we always focus on the possibilities of your system. The solutions we create and devise optimize packages from ERP suppliers such as Exact and AFAS. They do everything they can to bring you all kinds of new functions that are essential to your primary process. Extremely important, but because of this they do not always offer the most optimal solutions in peripheral areas, including purchase invoice processing. That’s exactly where Whitevision’s expertise comes in. We have partnerships with a range of ERP vendors. We maintain close contacts with them. Only in this way can we ensure that our solutions integrate optimally with our customers’ ERP systems. Wondering why a partnership between a scanning and recognition party and an ERP supplier is so important? In this blog we share which 5 advantages you can experience as a user.

Reading invoices automatically: 4 reasons to choose digitization

Reading invoices automatically: you hear all about it, but you’re not sure if you should really go for this. Your current system is completely ingrained in the organization. Everyone is used to working with it, so why change it? It would take a lot out of your colleagues who approve purchase invoices. They like to do this on paper so they can jot down any comments. If you start reading invoices automatically and digitizing the process, your way of working will change dramatically. What exactly should you expect from this? For example, will you be able to find invoices easily after you have processed them? And will you actually optimize your accounting when you opt for such a switch? In this blog, we answer the most important questions surrounding digitizing purchase invoice processing!

5 benefits of digital invoice processing

Digital invoice processing today is not an option, but a must. Anyone who wants to work efficiently and quickly can no longer ignore an automation solution. Just think how many actions you have to perform when you still process purchase invoices manually. Upon receipt, you have to select the creditor, enter all data (from invoice amount to VAT amount), break down the invoice and create an entry. And even then you only have an entry, not a digital (pdf) version of the invoice. If you need to review the invoice later, it will cost you a lot of searching. In short, without digital invoice processing software, your work is very cumbersome. Fortunately, this can be done differently. Curious about the 5 most important advantages of digital invoice processing software? We list them for you!

3-way matching: how does it work and what are the benefits?

Do you regularly need to perform a check between a purchase order, the receipts on it and the invoice you finally received? Then 3-way matching with smart software can help. But how exactly does this work? And how do you benefit from it? In this blog post, we explain.

Digitizing administration: 7 tips to work more efficiently

Do you want to digitize your financial records because you want to spend less time on boring, repetitive tasks? With digital administration, you increase efficiency and reduce the risk of error. And when you process an incoming document – such as a purchase invoice – you’ll always know exactly where it is. This leaves you much more space to engage in challenging work that adds more value to the organization. The question is: where do you start? In this blog we share 7 tips to work more efficiently. If you are going to digitize your administration, you can use them to build a solid digital foundation for processing purchase invoices as well as other incoming documents!

Digitize administration: 3-step plan to work more efficiently starting this summer!

Now that we have the first heat wave behind us and the summer months have officially arrived, it is time for many people to enjoy a well-deserved vacation. But when you close the office doors behind you for two, three or four weeks, you naturally want your administrative processes to continue running smoothly. You don’t want to have a huge pile of emails and invoices to process upon your return. How do you avoid a backlog and make sure your administration continues?

Administration updated last fiscal year? Time for process optimization!

As a financial clerk, you usually use quarter 1 to complete the accounting for the past year. For example, you check whether all purchase invoices have been posted correctly and in the correct period and whether all approvals have been received. Next, you carefully review the accounts so that the audit can take place. At a later stage, the tax inspector may also come by and ask for a picture of the invoice including authorizations. Therefore, in the first months of the year you also check who approved the invoice and whether this person also had the authority to do so. All in all, a period full of peaks and deadlines during which you experience a high workload. During the process you have undoubtedly thought at times: couldn’t this all be done more efficiently? Good news: it certainly can. A digital purchase invoice processing solution offers the solution.

Automating administration: roadmap to eliminate repetitive work

Do you want to automate your administration, but aren’t sure how to go about it in a way that will quickly benefit you? In this blog we share a handy step-by-step plan to eliminate monotonous, repetitive work in a coordinated way. You can automate your administration in 5 easy steps, leaving time for work that is more challenging and makes you happier!

Automating accounting: 7 tips for financial accounting

For some time, you’ve wanted to automate your accounting. After all, there are several advantages to this. When you have automated, unambiguous bookkeeping, you increase efficiency, significantly reduce the chance of error and keep a lot of time for more challenging tasks. Plus, you’ll always know exactly where an invoice is in the process. But where should you start in streamlining and optimizing your processes? Fortunately, this is much easier than it seems. In this blog, we share 7 tips on processing purchase invoices that will get you up and running quickly. If you are going to automate your accounting, be sure to read through them!

Improving administrative processes: 3 tips, 5 benefits

Do you want to improve your administrative processes, but does this seem like a big job to you? It doesn’t have to be difficult. And it is definitely worth the effort. But why? We will tell you in this blog. Take advantage of our 3 tips for automating document processing and read which 5 benefits you will enjoy by improving your administrative processes.

Optimizing business processes? Start with the foundation of your organization: financial administration!

If you want everything within your company to run streamlined, it is important to first analyze the current processes of financial administration. In order to keep running and growing, you need to make sure the flows are there. Making payments, processing incoming documents, booking and approving purchase invoices: these processes are the foundation of your organization. So if you want to optimize your business processes, it’s crucial that you make sure they run efficiently and flawlessly. But how exactly do you do that? Use our handy three-step plan!

How to find the best scanning and recognition software? 3 tips

It is high time to digitize the processing of purchase invoices and other incoming documents – which is why you are looking for the best scanning and recognition software. Because only with this can you hold your own as an organization in this day and age. In recent years, digitization has become increasingly important: in many administrative departments, piles of paper and cabinets full of binders have gradually disappeared. Currently, no one can do without a solid document recognition solution. After all, the days when you could open and process mail in the office are over for the time being. Currently, most people work online. As an administrative assistant, you need the best scanning and recognition software to work efficiently, productively and easily. But if you start comparing scanning and recognition software, you’ll soon lose sight of the forest for the trees. How do you find the solution that best suits your organization?

Organizing financial records: the best tools for businesses listed

Process optimization is essential if you want to organize your financial administration. Those who process all data manually spend a lot of hours doing so. Fortunately, keeping financial records does not have to be so much work. In fact, there are several good tools that can help you optimize your administrative processes. Wondering which tools are really valuable when you want to organize your financial administration? In this blog we list them for you

Processing procurement invoices digitally: why does it offer so many advantages for construction?

The construction process is unique. The physical separation between the company organizing the work (the contractor’s office) and the place of production (the construction site) is not seen in many industries. When we started Whitevision in 2005, we immediately saw that the digital processing of purchase invoices could offer many advantages precisely for the construction industry. Because we chose this focus as a company, we have since acquired a solid market position from which many customers are reaping the benefits. But why is digital procurement invoice processing so suitable for the construction industry?

Digital archive: use software to save invoices?

Do you keep all documents – including purchase invoices – in physical folders after you have gone through the processing process? Then you spend a lot of time archiving and retrieving documents. Moreover, the filing cabinet bulges over time. Couldn’t that be much easier? Yes, indeed. And by replacing your paper archive with a digital archive. Software can help you enormously if you want to store purchase invoices and other incoming documents quickly and clearly. But what should companies consider when switching to digital archiving? And what does a digital document management system actually require of you? In this blog, we tell you more about it.

Claims processing: put receipts into your records quickly and correctly with these 4 tips

Claims flow in through various channels. When you receive them in the finance department, you naturally want to put them into your ERP system. But processing expense reports can be quite time-consuming. After all, if you do it manually, you have to retype all the data. Moreover, documents can get lost, so you lose the overview. How do you solve that? OCR software offers a solution. When employees submit an expense or travel reimbursement, for example, the software recognizes the data on the claim, such as the amount and the employee who submitted the document. If you also use workflow software, you can then circulate the claim for approval. The document is then automatically processed in your ERP system. Convenient, because that way you don’t have to do any repetitive work around processing expense reports!

Keeping receipts: here’s how to keep streamlined records

In finance, you have a stream of incoming documents to process – from paper receipts and invoices to digital files. Previously, we wrote blog posts about coordinating the flow. Now it’s time to zoom in on an important aspect that often involves multiple employees within your organization: receipts. As a financial administrative employee, you have to keep track of expenses and store receipts. How do you do this in a structured way?

E-invoice, XML, UBL and DICO: here’s what you need to know about e-invoices

‘E-invoice,’ ‘XML,’ ‘UBL,’ ‘DICO’: you hear these terms thrown around more and more often. So there is a lot going on in the world of invoice formats. Some companies are already working with e-invoicing, partly because of collaborations with certain suppliers or industry initiatives. These (relatively) new developments logically bring questions and challenges. What exactly do all these terms mean? How do you navigate the growing forest of document processing? And how do you deal with the challenges surrounding the processing of (e-)invoices? In this blog post we answer the most important questions regarding e-invoices, XML, UBL and DICO!

Setting up digital administration? These pitfalls you must avoid!

A well-organized administration provides insight and overview. If you still handle all administrative matters on paper, you spend a lot of time on repetitive tasks. Rather spend these hours on work that makes you happier and adds more value to your organization. Moreover, your administrative processes are much more error-prone if you process important documents via the “paper route. The solution: set up digital records.

Electronic invoice processing: 7 tips

By now you probably already know how many benefits digital invoice processing offers. Those who process purchase invoices automatically can streamline processes, increase efficiency, reduce costs and free up more time for activities that add greater value to the organization. In short, digital or electronic invoice processing helps you optimize, making your work faster, easier and more enjoyable. Would you like to improve efficiency? In this blog we give you 7 tips to get the most out of digital invoice processing!

Entering invoices with or without OCR software? Compare the two processes

When you get started with “scan and recognize,” you have certain expectations of a solution. Perhaps you assume that OCR software will process all invoices fully automatically for you in your ERP package. Whether this really happens depends on the scan and recognize software you use and the extent to which it interfaces with your ERP system. Do you want to make it as easy as possible for yourself? Then it’s best to scan invoices with smart OCR software. Does this mean that invoices end up directly in your ERP system? To answer that question, let’s first look at the definition of a smart OCR system. How exactly does it work? And why is it incredibly useful if the software interfaces optimally with your ERP system? Translated with DeepL.com (free version)

Document processing: why is innovation important?

There are several solutions for processing incoming documents. In most cases, these are software that allows you to process purchase invoices. But what about other types of documents?

Efficiency in invoice processing: 10 key KPIs

Invoice processing is a crucial part of any organization, but it can also be a time-consuming and complex process. Fortunately, Key Performance Indicators (KPIs) provide a valuable tool to measure and improve the effectiveness of this process. By using these KPIs, you can optimize the invoice processing process, allowing you to meet financial obligations on time and leave more time for other work. Curious about the 10 most important KPIs for more efficient invoice processing? We list them for you!

Electronic invoice processing: what is it and how does it work in practice?

More and more organizations are adopting electronic invoice processing. The promise underlying e-invoicing is clear: the ERP systems of supplier and recipient automatically exchange orders, delivery notes and invoices so that both parties do not have to worry about the processing. In practice, things are a bit more complicated. We still have some way to go before we reach the ideal of e-invoicing. The various standards, the different formats in which invoices come in (such as XML and pdf) and the diversity in channels of entry (including mail and Web services) require attention. It requires quite some flexibility from your organization to move with all the developments. At the same time, e-invoicing offers plenty of opportunities to realize an even more efficient process. You can further reduce issues such as manual operations and error proneness, for example. And you will have a more controlling role in the financial administration. So e-invoicing is a nice development towards an even smoother process of processing orders, receipts and invoices. The question is: what does e-invoice processing really mean right now? And how can you process XML invoices in an efficient, smooth and time-saving way?

Receiving invoices digitally: coordinate the flow!

Receiving invoices digitally is the norm these days. The days when purchase invoices arrived by regular mail are behind us. In recent years, we have taken a big step forward: the flow of incoming invoices has largely been digitized. This is just as well, as many companies have seen this flow increase due to increased activity and growth. However, receiving invoices digitally also brings a new shortcoming: how do you coordinate the flow? From blockchain to supply chain standards (such as DICO and UBL), a range of promising initiatives have passed in review. And yet many companies are still struggling with challenges. Currently, you can receive invoices digitally, but how do you process them easily and quickly? In this blog, we will help you on your way with 5 tips!

Storing invoices digitally: 4 ingredients for an organized ‘virtual filing cabinet’

Every day or week you receive X number of purchase invoices. And as your organization grows, this number often increases rapidly. Are you still working with paper invoices? And do you store them in a physical archive? Then the processing takes a lot of time. And if you need to check an invoice, you can’t do it within a reasonable period of time. Because you have to work through all kinds of folders to find the answer to your question. Moreover, the fuller the cabinet, the less you can monitor the overview. You’ve heard that digitizing the process offers a solution. But how exactly does that work: storing invoices digitally?

Approving invoices through a workflow: the process from a to z

In finance, you are always looking for ways to improve your processes. In that context, you are interested in an automation solution for the approval of purchase invoices. Because the manual process usually takes quite a bit of time. If you circulate an invoice around the organization to collect signatures, it often takes a while for the invoice to be approved. In the meantime, a lot can happen. For example, approvers can lose the document or forget to approve it. And that makes your job more difficult. The solution: invoice approval with workflow software. In this blog post we explain why this creates efficiency and how it works!

Fiatting purchase invoices: 4 reasons to digitize the process

If you want to optimize your administrative processes, you’ve probably already Googled the term “approving purchase invoices. Perhaps you know by now that you need a workflow solution to digitize this process, but are still wondering if you should digitize the approval of purchase invoices. The current time frame answers this question. With digitization increasing rapidly and working from home becoming more commonplace, it is extra important that employees in financial administration focus on tasks with which they add a lot of value to the organization. With that comes the need to eliminate monotonous, repetitive work. How do you do this? Among other things, by digitizing the approval of purchase invoices with workflow software. Because in this way you make administrative work more efficient and simpler. But how exactly does workflow software work? And what specific benefits does its use give you?

Financial accounting software: what is the prerequisite your OCR vendor must meet?

Automation and digitization have made many repetitive, monotonous tasks obsolete. For example, it used to be necessary to manually transcribe billing information, but today you can take advantage of smart financial software solutions that make it easy to keep your accounts in order. This means you have more room for challenging tasks that make you happy. And that is what we are increasingly looking for these days. In short, we all realize that optimizing processes brings many benefits. The average financial administration is therefore actively working with a scan and recognize solution. Some companies are already working with this, while others are exploring the possibilities to find out which OCR software suits them best. Are you currently in such an exploration phase? Take the following advice with you: only work with an OCR vendor that has an excellent support department.

Preventing invoice fraud? Invest in a workflow system!

Invoice fraud is a growing problem for organizations. You’ve probably seen a phantom invoice pass by before. And the widely feared phishing email, which makes an urgent request for payment to a financial administrative employee, will not be foreign to you either. The question is: how do you effectively counter such fraud attempts? In a previous blog, we described that WhiteVision’s SMART-OCR solution has a standard functionality to detect phantom invoices. As a user, you are then alerted to this so you can take action. When we recently thought together about invoice fraud, we realized that good workflow software is also very suitable for preventing phishing mails. How? We’re happy to share that with you in this blog.

Automated invoice processing: 5 elements a good solution meets

Manual operations are becoming increasingly out of date. The average financial administration is now aware that automated invoice processing saves an awful lot of time. And if you use a good solution, you reduce monotonous, repetitive work to the absolute minimum. But what elements should a solution actually include to digitally process received invoices? What can you expect from an implementation process? And how do you benefit from this type of software in daily practice?

How does OCR work? And what is the future of OCR software?

You hear a lot about automatic document recognition, but how exactly does OCR work? The abbreviation “OCR” stands for Optical Character Recognition. The term represents a technique by which the computer reads letters, numbers and punctuation marks from a picture. Convenient because this way you transform documents into digital versions for editing and archiving. Sounds good. But how does OCR work to your advantage? And what’s next for OCR?

Good OCR software: 7 frequently asked questions and answers

Automating your accounting is done with good OCR software. A solid OCR solution takes a lot of boring, repetitive work off your hands, leaving you more time for challenging tasks. That’s why you’re looking for a scanning and recognition solution that will save you time and work much more efficiently. But it is difficult to separate the wheat from the chaff. The technical terms fly around your ears, making it no easy task to determine which OCR solution best suits your organization’s needs. Where do you find the answers you are looking for? To get you started, in this blog we list 7 frequently asked questions (and answers) regarding good OCR software!

Digitizing accounting: 11 benefits of paperless administration

For a while now you’ve been wondering: should you digitize your accounting? Left and right, you hear positive reports about a paperless office: it would make companies work a lot more efficiently. No hype, as it turns out – because organizations that are going paperless are excited about the many benefits they are enjoying since adopting digital accounting. But what exactly are the benefits when you work not with paper but with digital invoices? And how do you actually start with paperless accounting? In this blog we describe 11 advantages and a 3-step plan. If you want to digitize your bookkeeping, read on!

Optimize accounting: lay the foundation in 3 steps

Optimizing your bookkeeping isn’t always easy. As an employee in financial administration, you are often busy handling small tasks. When added together, however, these take up a considerable amount of time. Because the work is often repetitive and monotonous, you also lack the necessary challenge. That’s a shame, because it prevents you from getting everything out of yourself. The way to do this is to optimize your bookkeeping. But how exactly do you begin? Start with 3 fundamental steps!

Free OCR software: listing the pros and cons

You’ve heard here and there about free OCR software. And that seems like a good idea to you. Because there are pieces of text that you don’t want to retype, but that you need to have available as text in some software program. For example, invoice data you need to get into your ERP system. And for that, OCR software is ideal. But one system is not the other. You know that there is free OCR software on the market. But what exactly are its advantages and disadvantages?

How do you efficiently tackle data extraction in finance?

‘Data extraction’ sounds like a pretty complex concept. But did you know that this is actually what you do in finance all the time? Because it means nothing more or less than collecting and distilling meaningful data: from a sea of information, you select the data that is meaningful to you. In financial administration, this means extracting data that will help you convert an invoice into a booking proposal. How you do that is another story. We distinguish between manual and automated data extraction. What exactly is the difference? And what is the next step in data extraction?

OCR software: what can you expect from the implementation process?

After a long search, you have finally found the OCR software that will automate your purchase invoice processing process. You’re looking forward to working with it because you’re eager to improve your administrative processes. But before that happens, you need to go through an implementation process. And one implementation is not like another. What exactly can you expect from this process? And what is the definition of a very good implementation when it comes to OCR software?

Peppol in the hybrid billing era: how to use Peppol effectively in your business?

Peppol is on the rise. You may not have fully embraced it yet, but you’re already hearing about it left and right. And perhaps you sometimes already receive or send invoices via Peppol. Or you want to start doing so soon. But how do you use Peppol effectively in your business?

Submitting claims: use app or software?

There is almost no financial administration that does not involve expense claims. Within many a company, employees advance expenses out of their own pockets. They then want to claim the amount concerned. They used to use a paper form for this, but today digital claims are the way to claim expenses incurred. However, receipts can arrive at the finance department in different ways. The key question: do you use a claims app or software for filing?

Purchase invoice booking from A to Z: how does the digital processing process work?

Booking a purchase invoice can take a lot of time and effort if you are still processing it manually. Do you recognize the following process? Invoices that arrive by e-mail are printed first. If you also receive paper invoices, you soon have a pile on your desk to process. This task, which involves many repetitive actions, takes quite a few hours – after all, you have to book the purchase invoices into your ERP system one by one. When you finally finish the job, you put all the invoices into colored folders to pass them along the various approvers within your organization. The process that follows is often drawn out: invoices get lost or your colleagues forget to approve them, leaving you to do a lot of searching. A shame, because you would rather spend that time on tasks that add more value to the organization. If you want to book a purchase invoice in an instant, the digital processing process is indispensable. But what exactly is digital purchase invoice processing like? And why can it be incredibly relevant to you?

Purchase invoice processing within educational institutions: time for optimization! [3 tips]

What amount was spent on temporary employees? What facility costs did your educational institution incur in the last month? Exactly how much did you spend on materials? In the financial administration of an educational institution, such questions are commonplace. But how do you answer them as quickly and completely as possible? And how do you sketch a realistic picture of both the state of affairs and the future?

Purchasing process automation: how to set up purchasing department processes more efficiently?

An efficient procurement process is worth a lot. You maintain an overview, speed up transactions, reduce manual operations and minimize errors. In addition, you lay a foundation for cost savings and strategic decision-making. Especially if the procurement department and the financial administration align their processes. But anyone who wants to work more efficiently in 2023 cannot really do so without embracing the possibilities of technology. Automating the procurement process is the solution for organizations that want to realize an efficiency boost. The question is: where and how do you start?

Digitizing your financial records: get off to a good start with this guide!

You want to take a hard look at your administrative processes. You currently spend a lot of time on boring, repetitive, manual tasks. And you know that nowadays this can be done differently – namely, by switching to digital administration. But how should you digitize your financial administration? And how exactly do you benefit from this? In this manual we explain it to you!

What is a purchase order and how do you process it efficiently?

When employees purchase items, it is often convenient to record the orders as purchase orders. Then a responsible can give approval before they actually order the products. In this way, you agree the flow in advance, avoiding discussions afterwards. This is especially useful for larger organizations working with multiple locations. Consequently, the purchase order is often seen in sectors such as education and construction.

What is OCR?

The abbreviation OCR stands for Optical Character Recognition. Briefly, OCR is a technique that allows the computer to “read” letters, numbers and punctuation marks from an image. OCR software is used to transform paper documents and booklets into digital versions for editing and archiving. Forms, letters, contracts, articles, reports and manuals can thus be converted to editable text in no time – in a Word file, for example. However, there is an important distinction between simple and smart OCR software. In this blog, we explain this and tell you the benefits of advanced OCR software in the invoice processing process!

ProcesOrder confirmations

Lots of manual work. Unnecessarily time-consuming and error-prone.

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