LenGo

The need

LenGo Netherlands had been using a solution for processing purchase invoices and a digital approval system for quite some time. When the company switched to the ERP system incadea.dms, it turned out that the supplier at the time did not connect well with it. Creating a special link was a difficult, costly and time-consuming process. Therefore LenGo Netherlands went looking for a solution that could offer ease of use and a connection to incadea.dms.

The solution

The benefits of Whitevision

1. Perfect connection to ERP system incadea.dms
2. Purchase invoices automatically read from mailbox
3. Always insight and overview of invoice status, without paperwork
4. Streamlined processing and approval process
5. Simple, user-friendly system
6. Thoughtful, fast and flexible team

“It was nice that our new ERP system allowed us to adopt the way of working to which we were accustomed,” says Peter Habraken, controller at LenGo Netherlands. “In addition, Whitevision is a very easy system to work with. The buttons are in the right places, making it easy to have and keep an overview. You know exactly what to do. “That a number of functions were added to the standard Whitevision solution at the request of LenGo Netherlands, Peter finds positive: “With the solution of Whitevision and incadea, we also have our purchase invoices in our accounting before they enter the approval process through the Whitevision Workflow. This way we have insight into the costs and accounts payable position at all times. This is useful, especially when an invoice, for example, is stuck with one person for some time who does not give approval.” Embedding this feature has provided even more clarity within LenGo Netherlands: “With Whitevision, we always know where we stand!”

“Purchase invoices that come in by mail are now automatically read in from the mailbox,” Peter explains. The processing is very streamlined: “We code an invoice and put it in the accounting system. It then reaches the person who has to approve the invoice via Workflow. Sometimes this is several people. When approval is given, the invoice status in our accounting system changes to ‘payable.’ The final payment takes place via incadea.dms. So the two systems work optimally together.”

What has Whitevision’s solution achieved? For Peter this is clear: “The invoices come in at one place and are processed centrally. As a result, you are no longer stuck with paper invoice streams, with which it is easy to lose something or not deal with it. We can maintain insight remotely. We can also see at a glance who currently has which invoices and what has been done with them. That’s the big benefit of a solution like Whitevision. If a supplier calls about an invoice, we can look up in an instant what is going on with it – even if it has not yet been approved by a colleague. That way we can give an immediate answer. So the system is very open and transparent, which works incredibly well for us.”

LenGo Netherlands had a good first impression of Whitevision: “The director, Frank de Wit, visited us to give a presentation. His explanation of the system was very clear. He also had a clear vision of what Whitevision could deliver in the longer term in addition to our financial-administrative package incadea.dms. This matched very well with what we were looking for in terms of a digital processing and approval system. “And it didn’t stop there, because when LenGo Netherlands decided to start working with the solution, Whitevision made every effort to meet the desired launch date, even adding some new features. “We made the decision quite late that we wanted to start working with Whitevision. It was toward the end of the year and we wanted to get a good start in 2018. Whitevision then pulled out all the stops to make this happen. Not only our consultant, who was enormously willing and gave time to accommodate our requests, but also other people within the team. Their efforts paid off: on January 1 we were working with the solution!” In short, Peter is satisfied. He therefore definitely recommends Whitevision to other companies: “It’s just a very good system to automate the processing of incoming invoices with.” LenGo Netherlands therefore does not hesitate to try another solution. “As long as we work with our system, I say: we will stay with Whitevision!”