Aalberts

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Aalberts is a family business with a track record since 1674. Together 140 colleagues work daily to develop, realize and maintain residential and commercial real estate. Aalberts’ objective is to create added value for buyers, the built environment and partners. Aalberts does this from five value drivers that are internally powerfully summarized as: passion for perfection.

The need

In 2015, Aalberts ran into several problems. Incoming invoices were stamped and placed in a folder, after which the project manager received a copy for approval. This was a long, labor-intensive process. In addition, it was difficult to answer questions from suppliers – for example, regarding payment. All the administration department knew at such times was that the invoice in question was with the project leader. In short, Aalberts had little insight into the current status of invoices. The need for a system for digital processing of purchase invoices was palpable and urgent.

The solution

A link with 4PS was a requirement, since Aalberts was already using this package. And 4PS recommended Whitevision, among others. A demo well demonstrated the advantages that Aalberts’ administration could benefit from. For example, rule recognition was hugely desirable for the company. So the decision was quickly made: in June 2016, Aalberts went live with Whitevision.

The benefits of Whitevision

Save time: process more purchase invoices with the same number of people
More insight: you always know where an invoice is and communicate about it via Whitevision
Even more ease of use and efficiency through matching and the Email Handler
Continuous innovation: room to contribute your own ideas
Personal approach: not a traditional customer-supplier relationship, but a collaboration

“When we were at our ceiling in 2015, we were processing about 18,000 invoices – and right now we are heading toward 30,000 invoices with the same number of people,” says Jorden Dukel, ICT manager at Aalberts. “Whitevision ensured that we got rid of the whole labor-intensive process. A big advantage!” A decision in 2017 helped increase efficiency: “That’s when we made it known to all our suppliers that we no longer wanted to receive paper invoices and only accepted PDF files.” “We took that very seriously. If any paper invoices did arrive, they went back to the sender unopened with the message that they had to send them digitally.” Mirjam Wessels Kreuning, administrative assistant at Aalberts, notices that a burden has fallen off her shoulders with this digitization: “The approval takes place through the Whitevision Workflow, which processes correctly recorded invoices automatically. I don’t see those anymore. And with that, ‘accounting with the lights off’ is partly already a reality.”

“Partnership, innovation and drive: that's Whitevision in a nutshell. We absolutely recommend the solution!”

What, specifically, has Whitevision delivered? “Time savings,” Mirjam says firmly. “I can now just really go on vacation. Before, when I returned there were 1,300 invoices waiting for me. Now, after my vacation, I only find a small amount of work that needs some extra attention.” Jorden finds that WhiteVision also provides efficiency and insight: “At any time of the day, you can check where an invoice is. And you no longer have to send colleagues e-mails to communicate about invoices. You just do that through Whitevision.”

“Communicating about invoices we just do through Whitevision”

To make things even easier for themselves, Aalberts went a step further after implementing the solution. “Nowadays, when an e-mail arrives in our purchase invoice mailbox, it is automatically processed in Whitevision,” Jorden explains. “In doing so, the system distinguishes between two types of documents: order invoices, which are matched with the corresponding obligation in 4PS, and non-order invoices, which follow the ‘Whitevision route.’ This is made possible by 2 additional modules: matching and the Email Handler.” Aalberts has contributed quite a bit to this way of matching. Jorden: “Whitevision’s matching initially worked by performing checks on the lines of an invoice. But as a construction company, we match on purchase order number and amount. When we indicated that the module would only work that way for us, Whitevision realized this – thinking it could be useful for all construction companies.” Mirjam adds: “That’s what I love about Whitevision: we can contribute our own ideas. If I suggest something, Whitevision really does something with it.”

“At Whitevision, we are 1 of 1,500 customers, yet we are heard”

That Whitevision is innovative is beyond dispute for Aalberts. But the construction company also finds the personal approach and the will to cooperate very special. Jorden: “Many suppliers see you as one of 1,600 customers. At Whitevision we are, but we are still heard.” Mirjam agrees: “We constantly have new ideas. Sometimes I think: there you have us again! But Whitevision is always interested. We have weekly contact with each other. In doing so, I have the feeling that we are sort of colleagues.” Here Jorden completely agrees: “The customer-supplier relationship is gone. And that is the driving force behind Whitevision.” Aalberts certainly envisions a long-term relationship. Jorden: “You get used to the solution very quickly. With that, you also get spoiled. If I look now at where we were three years ago, I can say that we have really improved. I can still see Mirjam sitting there with all kinds of yellow sheets and stamps.” Mirjam remembers it well: “I shouldn’t think about being without Whitevision anymore.”

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