Mansveld

Maakt gebruik van

Hubl

Email handler

SAM

Mansveld provides customized solutions in electrical engineering and communication technology. Over 300 employees have a combined 55 years of knowledge, expertise and craftsmanship. In cooperation with the consultant, Mansveld realizes installations from design to management and maintenance. Our clients include project developers, construction companies, housing and care institutions, government and semi-government institutions, communication and design agencies, and trade fair and exhibition builders. Mansveld’s services can be divided into five disciplines: electrical engineering, communication engineering, safety security, integrated media projects and sustainability. With numerous specializations within each field, Mansveld can be deployed at all levels. The company combines its expertise with a personal approach. Long-term relationships with customers are paramount.

The need

Traditionally, purchase invoices arrived at Mansveld by e-mail or post. These were processed and approved manually. The office had cabinets full of invoice folders. The paperwork and the approval process required a lot of typing: one employee was constantly busy with this. This could be done faster, better and more efficiently. Mansveld therefore started looking for a solution for digital processing of purchase invoices.

The solution

When Mansveld indicated to ERP vendor 4PS that it would like to digitize, 4PS recommended Whitevision. During a consultation with the DGC, a purchasing organization with 24 installation companies, it turned out that other 4PS customers had positive experiences with this solution. Mansveld then contacted Whitevision. A demo showed that the functionality met everything the company needed. Mansveld needed no more convincing: Whitevision was the solution.

The benefits of Whitevision

Increased focus on accurate data recording through efficiency and time savings
More and faster insight through digital archive
Automated workflow process
Smooth and smooth implementation process
Excellent integration with 4PS, making fraud detection easier, among other things
Extra relief through innovative, self-learning system: SMART-OCR
Additional modules possible such as service orders matching

“Efficiency, time and insight: that’s what Whitevision has given us,” says Sylvie Weltens, information manager at Mansveld. “We spend much less time typing in data, giving us more focus on accurately recording information. When an invoice fully matches the purchase order, no manual operations are required at all. In that case, processing is handled fully automatically. In addition, the workflow process is automated, so that the correct invoice approver is automatically triggered for each invoice.” Not only the financial administration, but all colleagues at Mansveld worked quickly and easily with the additional module workflow. This made the approval process a whole lot faster and more efficient. Within no time this was integrated within the organization. By using Whitevision, Mansveld has become more environmentally aware and has gained more insight: “Printing and categorizing purchase invoices – often up to three times – is no longer necessary. And even looking back is a thing of the past: the invoices are always available digitally, because we archive them with Whitevision in 4PS. As a result, we have earlier insight into outstanding commitments, (interim) project results and service orders.”

"Whitevision is a user-friendly, innovative, complete solution. We were excited from day one about how much we were taken care of!"

Mansveld chose to implement Whitevision in phases. “First we automated the registration of service reports,” Sylvie explains. “We have some large customers who collectively report more than 300 breakdowns per week via e-mail. Whitevision reads these reports and then creates them automatically in 4PS.” The solution worked extremely well: employees at the Service Center were left with much more time to serve customers even better. “Then we also chose the purchase invoice processing solution. A few months later, we also started using Whitevision’s purchase order matching module.” Because the administration was able to get used to Whitevision in stages, the learning curve was minimal. Moreover, the implementation process went very smoothly: “Our Whitevision consultant set up the test environment extremely quickly. With ERP projects I am used to long test phases, but with Whitevision everything went so smoothly. Before we knew it, we were live!”

“Optimal solution due to excellent integration with 4PS”

“Because of the well-built integration, we also see 4PS information in Whitevision,” Sylvie says. “This provides many advantages. For example, we can see directly in Whitevision whether supplier information on the invoice – such as an IBAN or VAT number – matches the data in 4PS. In the context of fraud detection, this is becoming increasingly important. Also, it is useful when matching invoices with purchase orders: you can immediately see if there are any differences. “Sylvie would advise everyone to choose an OCR solution that is well integrated with the ERP system. At Mansveld, just the integration of Whitevision with 4PS allows us to make optimal use of the solution.”

“We did not anticipate that Whitevision would be received so positively.”

The fact that contact with Whitevision is personal is a positive point for Sylvie: “The company is growing, but they continue to think along with you. We rarely had any real error messages, so we didn’t have to call in support very often. But if maintenance is going to take place, for example, Whitevision’s support team communicates this proactively, so we are aware of it.” As for Sylvie, the future looks bright: “We definitely have a desire to continue working with Whitevision. Everything went so smoothly from day one! We did not foresee beforehand that the solution would be received so positively within our organization. The project managers and order managers are very satisfied with the way they can approve invoices using Whitevision. For the accounting department, it is very handy that you can send automatic triggers by e-mail to the approvers. And of course it is extremely convenient that Whitevision offers a self-learning system. That unburdens us even more.” Whether Sylvie would recommend Whitevision? “Definitely! If you process a large volume of purchase invoices annually, you can make a huge efficiency gain in a short time.”