Automotions

The need

In a relatively short time, Automotions grew rapidly – partly due to acquisitions of companies. As a result, the organization had to deal with all sorts of “separate” administrations. After merging these, many employees were actually doing the same work. This could be done faster and more efficiently. Automotions also wanted to keep up with the spirit of the times, in which automation was playing an increasingly prominent role. So it was high time to move from manually processing purchase invoices to digital processing.

The solution

In 2011, Whitevision was approached by word of mouth. Automotions was interested and invited Whitevision as well as another party to give demonstrations. It didn’t take the company long to decide: Whitevision’s demo worked very well and stood out by far. Automotions was confident and went ahead with the solution.

The benefits of Whitevision

With Whitevision, the purchase invoice processing process is not only simpler, but also clearer. Dennis: “The moment purchase invoices are mailed, we can read them directly into the administration. This is followed by the process of processing, coding and matching, which is done partly automatically through the system. The invoices then go to the appropriate managers for approval: The first budget holder and the brand director. Once they have given their approval via the Workflow, then the invoice is booked into our accounting package incadea.dms, to which the solution connects. By the way, Whitevision is doing its utmost to make the cooperation between the systems a success.” Initially, the whole process took some getting used to for the organization. “It was difficult to assess how the solution would work for us in practice. Whitevision handled that very well by clearly showing how everything would look. Together with Whitevision, we ended up making it a very nice digital process!”

“Time savings and staffing: that’s where the biggest benefits of Whitevision are as far as we’re concerned,” says Dennis. “We can now process the same number of invoices with far fewer people. The automatic matching of purchase orders also saves even more time, both at the branches and in the administration. Per person, we process a greater number of invoices than before.” The Whitevision workflow, which facilitates the approval of purchase invoices, also helps with this: “We have set it up so that there is a minimum number of users in the Workflow. By keeping it as concise as possible, there is much less stagnation in the approval process.”

Dennis is absolutely delighted with Whitevision’s guidance and support – from implementation phase to commissioning of the solution. “In the beginning, the Account Manager visited us to talk all the way through how we wanted the process to work. Most of the setup was done at our location. I sat next to them and watched, so I learned quite a lot from it. The process went well and relatively quickly. Within a short period of time, we were up and running!” However, Automotions began cautiously with one company: the holding company. “By first only processing purchase invoices digitally there, we were able to get used to the system. A few months later we took follow-up steps. By now most of our brands have switched to Whitevision.” We like that: If we need the support desk, we shoot a ticket. Within a day we are called back by someone from the Whitevision team, who always thinks along with us about a solution. The lines of communication are short and the contact is very accessible. We can always approach Whitevision with questions.” Dennis therefore warmly recommends Whitevision: “Regularly other companies ask us how we experience using the solution. We always give very good feedback on this, because we are simply very positive about the solution.” Does this mean Automotions will continue to work with Whitevision in the future? “Definitely,” Dennis replies. “That’s definitely a ‘yes’!”