MOBIX

The need

In terms of invoice processing, MOBIX operated in a traditional way. Many paper invoices circulated, sometimes requiring up to three signatures. Although the company had a scanning tool, it was not really integrated into the workflow. Over time, the need for more efficiency turned into a necessity: at some point MOBIX had to process invoices more easily and automate the approval flow. The company started looking for an automation solution.

The solution

The benefits of Whitevision

‘Since we started using Whitevision, all invoice flows are coordinated correctly,’ Alain says. And there are quite a few of them: MOBIX is a cluster of five companies and also has a temporary trade association. ‘We have set up Whitevision for each company individually.’

This has saved considerable time. Wouter: ‘When an invoice arrives, Whitevision’s solution automatically recognises a number of standard fields. Our bookkeepers no longer have to fill in these data, which means that purchase invoice processing takes much less time. Once the invoice is entered in Business Central, it enters the approval flow. The system ensures that it is sent to a number of approvers. If the invoice is approved by everyone, it is automatically released into our accounting package. In the past, this entire process was done manually. So Whitevision has taken away a big worry from us!”

Whitevision has brought benefits in many areas. “Our internal process has improved tremendously,” says Wouter. “Signatures are much easier to verify. And we can look up an already approved invoice very easily.”

This is useful when there is a question about an invoice afterwards. Alain: “You don’t have to take out physical folders to store the invoice in question and all related communication. All documentation is directly visible in our ERP package. This digital archive is a big plus. Moreover, the margin of error is much smaller: we no longer have to deal with overtyping errors.”

In addition, the system is incredibly pleasant to use. “I don’t think Whitevision can make the solution any more user-friendly than it already is,” Wouter believes. Alain concurs: “It’s so simple. You indicate whether or not you agree with an invoice. If you disapprove an invoice, you give a reason. It’s very easy for approvers. And that’s great for everyone, because it makes the process much faster and more streamlined.”

MOBIX is also very happy about the collaboration with Whitevision. ‘What I find very strong for an IT company is that communication about updates and their potential impact is very open and clear,’ says Wouter. He also has a good experience with the support team: ‘We only had to call on support once. Our question was not urgent, but was still solved within a very short time.”

‘We are generally very positive about Whitevision,’ adds Alain. “Our Whitevision consultant was always available and did a very good job. We are very satisfied with the cooperation as well as the aftercare.”

Whether MOBIX would recommend Whitevision to other companies? ‘Absolutely,’ says Alain. “Whitevision is such an intelligent solution. When I initially saw the demo, I couldn’t believe that the system would really recognise all invoices. But in practice, it turns out it does!”