Effektief

The solution

After focusing on suppliers of purchase invoice processing solutions, Effektief approached several parties. Only Whitevision offered to give an on-site presentation. After the demo, Effektief saw several reasons to choose Whitevision: the system offered all the desired features, the solution was very affordable, and the cleaning company had a good feeling about the cooperation – during the presentation and afterwards, when Whitevision took the time to answer all remaining questions. Effektief made the decision: with this solution, the company would get to work.

The benefits of Whitevision

1. Saving time through paperless operations and efficient rotation of invoices
2. Quick period closure using Whitevision
3. Smooth approval of purchase invoices using Whitevision Workflow
4. Smooth implementation and fast, pleasant support
5. Very affordable solution that is entirely equivalent to more expensive variants

“Whitevision has saved us time and efficiency,” says Jack Suiveer, Effektief’s chief financial officer. “Our administration no longer has to print out incoming invoices, so we use less paper. In addition, people only get the invoices intended for them, which makes the process much faster.” Among other things, this is noticeable during the period closure: “The pressure is quite high then, because we want to know as quickly as possible how the period has been for us. The Whitevision system helps us with that. Everything is quickly posted to the correct general ledger account and project.” That approvers receive a reminder twice a day via Whitevision Workflow also contributes to the accelerated invoice processing process: “Such a reminder alerts them that invoices are ready to be approved. At the same time, Whitevision has ensured that no one is bombarded with such messages – you can set how often reminders go out!”

In the past, processing purchase invoices was a cumbersome process at Effektief. Jack: “After booking, the invoices went into a folder with 5 end sheets – 1 per bv. Each invoice had to be checked by 3 or 4 people. That took a lot of time, because folders were often left here and there. Now we no longer have that problem. Invoices arrive in our purchase invoice mailbox and are automatically dragged into Whitevision, where they are read directly. The system recognizes all the data on the invoice: from the creditor number to the VAT amount. Next, the approver receives the invoice through the workflow. A link takes him to a page where he has 3 options: approve, do not approve or ask an additional question.” The result of this approach? “Invoices are now no longer processed within a few weeks, but within a few days!”

The implementation of Whitevision went tremendously smooth. “First, Whitevision helped us surface the details: what was our way of working and what changes could we best make? Whitevision advised us to educate vendors. They now had to send their invoices to the correct mailbox in the correct format – a significant efficiency improvement, since we have multiple companies. Then Whitevision helped us with the layout.

After a day and a half we were able to start working with the solution.” Jack’s colleagues in accounts payable now work with the system daily and are very satisfied with it. “The switch to WhiteVision has been easy. Of course, our people sometimes had questions about exactly how certain things worked, but Whitevision was always quick to help. We experience the support as very pleasant. But honestly, we don’t need to call on it often, because the solution works just fine. That’s a good sign!”

Recently, Jack has been in frequent contact with Whitevisions director, Frank de Wit. “When we decided to work with Whitevision, there was no link yet with Nocore, our ERP system. This was actually a condition for us, but we had such confidence in Whitevision that we opted for this solution anyway. Whitevision started working with it immediately. During the process we were kept well informed about the status and developments – and a few weeks after we signed the agreement, Whitevision and Nocore also started working together. So we will soon be making another major efficiency improvement!”. In conclusion, Jack would like to emphasize what Whitevision has meant for Effektief: “Thanks to Whitevision’s guidance, we made a smooth transition to a digital solution for purchase invoice processing, as a result of which we experienced enormous time savings very quickly. Moreover, Whitevision is equivalent to more expensive parties. So you get tremendous value for money!”