Keus Schoonmaak en Diensten

The need

Keus Schoonmaak en Diensten processed purchase invoices manually. Because the process was very time-consuming and error-prone, the company wanted to automate as much as possible. However, a scanning and recognition solution had to interface with ERP package Nocore. This was an important prerequisite, as this software is completely tailored to the cleaning industry. With these preconditions in mind, Keus Schoonmaak en Diensten went in search of the right OCR software.

The solution

In the past, Keus Schoonmaak en Diensten had had pleasant contact with WhiteVision. During the orientation process, Keus Schoonmaak en Diensten reestablished ties with WhiteVision. The company also spoke with another scanning and recognition party. Soon WhiteVision emerged as the best option: the value for money was spot on. Keus Schoonmaak en Diensten felt they were really getting something in return for a more than reasonable investment – namely, time savings, more efficiency and a seamless link to Nocore.

The benefits of Whitevision

1. Time savings, efficiency boost and lower error rate through smart OCR software.
2. Invoices are easily stored in the digital archive.
3. Smooth implementation process and excellent support.
4. Continuous development and innovation make purchase invoice processing even easier over time.
5. Solution is ideally suited for cleaning companies due to its perfect interfacing with Nocore.

“Our biggest problem was that we had to perform all the operations regarding purchase invoice processing manually – and Whitevision solved that excellently,” says Anne-Grethe Stormorken, controller at Keus Schoonmaak en Diensten. She says Whitevision has met the expectations the company had of a scan and recognize solution: “We have saved a lot of time and we work a lot more efficiently. Also, the error rate is down because Whitevision provides smart, self-learning OCR software. For us, the solution is ideal!”

For Keus Schoonmaak en Diensten, it is a relief that the process of processing procurement invoices is now automatic. Anne-Grethe: “When an invoice comes in by mail, we put it in a special Whitevision mailbox. Then a process automatically starts in which the smart OCR software recognizes the invoice data: from VAT amount to ledger number. All we have to do is check it. No more input work. And that’s great, because let’s face it: manually retyping data is just punishing work!” After the check, the invoice enters the approval process: “Once the approvers have approved the invoice, it is prepared for payment. After we have paid the amount, the invoice goes into the digital archive.” The latter proves to be very convenient in practice: “If we want to reference an invoice, we can look it up and see it at the touch of a button.”

According to Anne-Grethe, the implementation of Whitevision went very well: “We worked with a regular consultant who guided us very well and dealt with questions promptly. When everything was running, we were referred to the support desk. Contact with the support staff is just as pleasant – when we submit a question through the customer portal, they take immediate action.” The fact that communication is so smooth is a very positive point for Anne-Grethe. “The cooperation is very nice ánd the software works excellently. Whitevision has really got it right!”

Keus Cleaning and Services benefits from the fact that Whitevision is always working on further development and innovation. “For example, we recently launched the Whitevision app,” says Anne-Grethe. “Enormously convenient, because we perform more and more work via our cell phones and tablets. So an innovative development like the app is something we can put to good use.” Whether Anne-Grethe would recommend Whitevision? “Very definitely – especially to all cleaning companies looking for a solution for processing purchase invoices. The link between Whitevision and Nocore works perfectly. The moment you have processed an invoice in Whitevision, it is also directly in your familiar ERP system. Moreover, you work with a reliable scanning and recognition party that fulfills all agreements. I would say: you get the investment out of it twice over!”