Franssen Franken

The need

At Franssen Franken, purchase invoice processing was still done on paper. Finance had a lot of work putting stamps, coding invoices and circulating invoices for approval. When suppliers called with questions, it was difficult to find out the status of an invoice. When the number of incoming invoices increased, it was fighting a losing battle. Franssen Franken decided to automate the process.

The solution

A business associate was enthusiastic about Whitevision and invited Franssen Franken to see the solution in action. The scanning and recognition software and workflow struck a chord. Franssen Franken sat down with Whitevision. The combination of an on-site demo and a favorable offer was the deciding factor: Franssen Franken decided to partner with Whitevision.

The benefits of Whitevision

1. More time to take on financial tasks that really need people.
2. Invoices can be found in the digital archive at lightning speed.
3. Excellent integration between Whitevision and Exact.
4. Ability to make huge efficiency gains quickly because the OCR software and workflow software are very user-friendly.
5. Solution-oriented support staff solve any issue in no time.

“Whitevision has provided a lot of efficiency, effectiveness and time,” says René Haan, head of administration at Franssen Franken. “We used to spend a long time entering a purchase invoice. And if we wanted to find an invoice afterwards, we had to search for it in the cabinet. Whitevision processes invoices at lightning speed and stores them in a digital archive. Within two minutes I can retrieve every invoice including the corresponding notes. We have saved a lot of time with Whitevision’s solution.”

René can put the freed-up hours to good use: “Since Whitevision has taken the input work off our hands, I have more space to deal with financial work that really requires people. In the past, I barely got around to that!”

Since Franssen Franken started using Whitevision, René has gained a controlling function in the purchase invoice processing process: “When we receive a digital invoice by e-mail, it is automatically read into Whitevision. When I open the program, the smart OCR software has already recognized all the invoice data – from creditor to VAT amount. All fields are filled in. If it involves a new supplier, I just add the appropriate general ledger account to a particular line. I only have to do that once, because the self-learning system remembers this action for the next time. Since we’ve been using Whitevision, I haven’t had to manually book a single purchase invoice.”

After René processes an invoice, it enters the workflow. “This also automates the processing process. For example, if a particular colleague must always approve the invoices of a specific creditor, you can specify this in advance. And the workflow software is simple to use, so we love working with this!”

The link between Whitevision and ERP system Exact works flawlessly. “The integration is excellent,” René says. “Whitevision uses the same descriptions as Exact. You can think of the solution as an extension of the ERP system.”

That Whitevision eliminated repetitive overtyping almost immediately, by the way, was a pleasant surprise: “I expected it to take several months for us to reap the benefits. But the implementation was short, powerful and effective. The learning curve didn’t turn out to be huge – if you can work with Exact, you’ll quickly master Whitevision, too. And our Whitevision consultant gave us excellent guidance. As a result, we were able to make huge efficiency gains in no time.”

René experiences the cooperation with Whitevison as very pleasant. “In the beginning, I called in support several times as I encountered certain questions,” he says. “Whitevision responds incredibly quickly and well. The staff takes a very solution-oriented approach. As a result, no question has gone unanswered.”

According to René, Whitevision is focused in every way: “There is nothing that can’t be done. Whitevision really does everything possible to make the purchase invoice processing process easier, leaving you more time for crucial tasks. As a result, the solution is incredibly efficient.”

Whether René would recommend Whitevision to other companies? “Absolutely. I would advise anyone to jettison the manual process and choose Whitevision. You will feel such a relief in terms of workload. I am so excited about the solution that Whitevision could well play an even bigger role within our organization in the future. We are not yet utilizing all the functionality – and we are already reaping a lot of benefits!”