Spending flows
Expenses within organizations arise through various systems and processes. Purchasing takes place via the ERP system and the formal procurement process, while a significant portion of expenses also arises through expense reports, payment cards, email requests, or other standalone tools outside the central system. As a result, expense data is fragmented, and there is no single, reliable overview of all costs and obligations.
Whitevision automatically identifies and connects these various expense streams to your existing ERP and financial systems. This ensures that expenses are not only collected but also immediately linked to the correct structure within your organization, giving you a single, consistent, and up-to-date view of your entire expense landscape.
Central overview
All expense flows are consolidated into a single, clear, real-time environment. Instead of isolated data from ERP systems, expense reports, and other systems, expenses are automatically recognized and linked to the appropriate context within your organization.
This allows you to see not only purchase orders and actual costs, but also how these relate to outstanding obligations and decentralized expenses such as expense reports and card payments.
Intelligent processing of expense data creates a single, consistent, and up-to-date view of your entire financial landscape.
This is how simple your work process can look:
Initiate
Expenses are initiated through various channels: a purchase request in the ERP system, an order placed through a procurement process, or a direct expense such as a reimbursement claim or card payment.
Approve
Expenses are reviewed based on budgets, contract terms, and internal policies. Depending on the type of expense, this process is either automated or requires approval.
Record
All expenses are recorded centrally and linked to the ERP or financial system. This provides a single, comprehensive, and up-to-date overview of costs and liabilities.
Frequently Asked Questions
Can I pay with my cell phone?
In addition to physical cards, you can also use virtual cards. You can easily add virtual cards to your Apple Wallet (Apple Pay) or Google Wallet (Google Pay). This allows you to make mobile payments directly using your own device.
How does selfbilling save time?
Because invoices are automatically generated based on approved hours and costs, manual checks and corrections are no longer necessary. Organizations can save up to 60% of the time spent on their invoicing process.
How does expense report processing work with Whitevision?
- Scan or import: Employees scan their receipts using the Whitevision Smartphone App.
- Automatic recognition: Smart technology scans the receipt and automatically fills out the expense report.
- Submit & approve: The expense report is forwarded to the manager or budget administrator for approval.
- Automated processing: Once approved, the expense report is processed as an invoice in the financial system.
My question is not there, what is the best thing to do?
Fill in the contact form and we will answer your question as soon as possible. Are you already a Whitevision customer? Then go to the customer portal for more information.
How does e-procurement prevent uncontrolled orders?
E-procurement allows employees to place orders through an internal catalog featuring pre-approved suppliers, prices, and terms. Orders automatically go through an approval workflow, helping you maintain control over spending and prevent maverick buying.
How does the link between the order, receipt, and invoice work?
Whitevision Procurement supports 3-way matching. Purchase orders, receipts, and invoices are automatically linked. Discrepancies are flagged immediately, so you only need to intervene when necessary.
Is Whitevision Procurement suitable for multiple locations or departments?
Yes, you can easily manage multiple locations, departments, and cost centers. You can track orders and inventory by location or team, while everything is managed centrally in a single system. This allows you to operate in a controlled yet flexible manner across the entire organization.
How does contract management help in leveraging supplier agreements?
Contract management allows you to centrally record agreements with suppliers and link them directly to your procurement process. Employees automatically see which supplier they should order from and under what terms, ensuring that discounts and agreements are actually utilized.
My question is not there, what is the best thing to do?
Fill in the contact form and we will answer your question as soon as possible. Are you already a Whitevision customer? Then go to the customer portal for more information.
