Landelijke Huisartsen Vereniging

The need

Processing purchase invoices digitally is already a no-brainer for many companies.
The LHV was therefore eager to move to digital invoice processing.
In addition, the association indicated another need.
Every year, the LHV sends a form to all general practitioners with a large amount of data to check whether they are still correct.
The doctors in question can make changes or indicate that the information is correct.
A financial document is also attached to determine the type of membership based on income category.
When the LHV receives these forms in large piles in return, the documents must be scanned and archived.
To achieve a more fluid work process, the LHV wanted to bring more efficiency to this process.

The solution

The LHV had already had two conversations with other parties that did not inspire much confidence when an employee of Whitevision came along. He came across as very knowledgeable and reinforced the initial preference the LHV felt for Whitevision. In fact, the association had already been introduced to Whitevision during an AFAS Open, a day when companies working with AFAS could introduce themselves to AFAS users. Because the automation of control and change forms as well as financial administration had already been discussed then, the LHV had kept Whitevision in mind. After the second meeting, the decision was quickly made: the LHV joined forces with Whitevision, because there was not only a great solution for the purchase invoices, but also for the forms.

“We used to have to scan, check and submit incoming purchase invoices and forms to the relevant program. That all took a very long time,” says Clemens Vlaar, who has now been working at the LHV as a system administrator for three years. He explains that the previously labor-intensive process did not involve many people and that the efficiency gains with Whitevision are therefore all the more noticeable: “One person deals with the check and change forms; he used to spend at least a few months processing them when they were returned. That person has really felt the positive impact of our switch to Whitevision – as has the financial administration, for which Whitevision has implemented an automation solution for incoming invoices. What the LHV gained in the first place is time. It just saves us months.”

For Whitevision, procurement invoice processing in combination with AFAS is a piece of cake. “Because the control and change forms are unique to the LHV, an additional solution was needed,” Clemens says. “Whitevision tailored its solution to us by tailoring the application to our needs within the standard set-up options. Document processing already starts in the ‘physical’ phase. Whitevision has made it a standard process – from the moment the stacks come in through the mail to scanning and archiving. We no longer have to worry about that.” The same applies to the processing of purchase invoices: “Whitevision makes sure that they end up in the right program and that the workflow is started. Everything is scanned, the data is checked and the invoices end up in the right place. It’s basically all automatic.”

The day an employee from Whitevision stopped by the LHV to implement the solution, Clemens remembers well, “The implementation process went very smoothly. We had made some preparations ourselves, after which our contact at Whitevision set up the software in one day.” And the service didn’t stop there. Because the LHV experienced some problems in the beginning, a Whitevision employee came to the office again shortly thereafter to see what went wrong: “Time was really put into that. Whitevision is definitely a customer-friendly company and has the will to create solutions.” And that, despite Whitevision’s considerable growth in recent years, hasn’t changed. “We used to have one contact person who did everything for AFAS,” Clemens explains. “Now there are more AFAS specialists present. Sometimes this means that an employee who doesn’t yet know us well has to take some time to familiarize himself with the subject matter.” But this turns out to be no problem at all: “Whitevision has a very good level of knowledge. They speak our language.”

The fact that Whitevision is always accessible is a positive point, according to Clemens: “It is very important that you can contact a company directly if you encounter questions or problems when using a solution. Whitevision’s helpdesk is not very large, but it is very organized. If an expert cannot speak to you directly, you are always called back quickly.” Clemens therefore sees a bright future: “I assume that we will definitely continue to work with Whitevision in the coming years. Not only because of the efficient automation solution they offer us, but also because of the good contact. And if other organizations were to ask me, I would definitely recommend Whitevision!”