Groenen Groep

The need

Groenen Group works with several contractors, and they purchase all kinds of supplies from various suppliers: from sewer supplies to bricks, sand and soil. Because the purchase invoice processing process had traditionally been paper-based, it created a lot of work. As Groenen Group grew, it became unworkable. The paperwork was piling up. Therefore, the company decided to digitize all of its accounting as well as purchasing.

The solution

ERP vendor Exact said it had a solution for processing purchase invoices, but it quickly became clear that Groenen Groep’s request was too complex and specific for this. Via a Google search, the company landed on Whitevision’s website, where it immediately felt a click. During the demo, that feeling turned out to be right: within 45 minutes, Groenen Groep saw that Whitevision offered exactly what it was looking for. The company decided to stop looking at other parties and start working with Whitevision.

The benefits of Whitevision

That the processing and approval of invoices is now much more efficient, Mark explains using an example. “Suppose we order a shipment of bricks from the concrete products factory and a day later we receive the digital invoice. In such a case, I drag the invoice to the relevant bv within Whitevision (we have 3 operating companies). There the invoice is read in. The recognition is immediately high, but the first 2 or 3 times you have to keep an eye on it. After that, everything goes fine. If I have a question about the invoice, I send it to my colleague via Whitevision – the software is almost always open with us. The relevant contractor puts the correct work number on the invoice and sends it back to me.” Then the approval process kicks in: “Our business manager looks at the invoice within Whitevision. When he gives his approval, the invoice is immediately processed in our Exact software. The document has taken all the necessary paths, so I don’t see it again unless I want to – in fact, all invoices are digitally archived, so we can always retrieve them very easily!”

What Whitevision has provided Greens Group? “Time savings, efficiency and overview,” says Mark. “The solution really saves a lot of time. We are also very happy that we no longer have to work with paper. When we were still doing that, invoices sometimes stayed for weeks. By now everyone in our company has been instructed accordingly and our people are now prepared to check and send invoices quickly.” Whitevision has played a major role in this improvement: “From the moment an invoice comes in, it is in the accounts within a week, whereas it used to take at least a month. That’s a real relief for us.” A huge plus is the link with Exact. “This one works perfectly,” says Mark. “After an invoice is approved, I only have to do one operation to book it into Exact. The ERP system automatically recognizes and archives the invoice. Really fantastic.”

From the first minute, Mark had a good feeling with Whitevision. And that feeling was confirmed throughout the entire collaboration: “During the implementation process, Whitevision set everything up exactly the way we wanted it. We had quite specific wishes, which Whitevision met very quickly. In the initial period, we could ask our Whitevision consultant, who had gotten to know our company well in the meantime. That was very nice. But even now that we occasionally contact the support team via the customer portal, we receive excellent assistance. Whitevision is very accessible. If you send a message, you always get a quick response. I am enormously satisfied with the company and the way it works.” Whether Mark thinks Groenen Groep will continue to work with Whitevision for the foreseeable future? “Absolutely. The solution is relatively inexpensive and you gain SO much time. You can focus on your work because the system works great. I didn’t want to embrace the digital age at all, but Whitevision won me over. And now I’m really very glad I took that step!”