NEOS

Neos has been advocating for people who are homeless or at risk of homelessness and victims of domestic violence and human trafficking since 2000. They help them with housing, work or day care and building a social network. The goal is to help them participate fully in society again. To this end, the network organization works with various partners, including neighborhood teams, agencies and educational institutions. It establishes connections with various care providers, municipalities, housing corporations and welfare organizations. The use of public funds, gifts and donations makes the work of NEOS possible. The organization accounts for its presentations and results to clients as well as the general public.

The need

NEOS had already automated the entire process around invoice payments for some time. But when the organization switched to the AFAS ERP system, the entire filing around invoices was stored there. The result: when administrative employees had a question about an invoice, they had to compare two systems side by side. NEOS decided to look for a system that would enable integration between these issues.

The solution

A recommendation led NEOS to Whitevision. The initial conversation and subsequent demo were so successful that NEOS no longer wanted to consider other parties. The smart OCR software, the seamless link with AFAS and the extensive possibilities within Whitevision were all decisive factors. The fact that the system is trainable also appealed greatly to NEOS. The decision was quickly made: the organization wanted to get started with Whitevision.

The benefits of Whitevision

Much more efficient and faster purchase invoice processing.
Flawless, pleasant and easy work through the excellent link with AFAS.
Automatic booking of invoices through effective training function.
Whitevision thinks with you, offers support and takes care of everything from implementation to support.
Attention to keeping knowledge up-to-date through training.

“Since using Whitevision, we benefit daily from two major advantages: we clearly work a lot more efficiently AND we spend much less time on invoice processing,” says Geke Jelsma, staff IT and data protection officer at NEOS. “The combination of SMART E-mail handler, smart OCR software and line recognition works well for us.” Geke says that the link between Whitevision and AFAS has also really surprised her: “I don’t know what it all looks like on the back end, but for us as end users it’s tremendously flawless, pleasant and easy to work with. I have also used other links from time to time and that is really not always the case. Normally, as a customer, you’re kind of in between the two parties when it’s not your area of expertise. But you notice that Whitevision and AFAS have thought about everything very well. Whitevision takes care of everything. That also contributes to a much faster, easier processing of our weekly and monthly invoices!”

“I am satisfied with the entire process: from the clear quote and implementation to the aftercare and support. And the system does everything we expect from it!”

The efficiency boost is felt as soon as the invoice arrives. “The SMART Email handler sorts and edits the invoices we receive in our invoice mailbox,” Geke explains. “If you train the tool properly, they are sorted automatically and you don’t really have to worry about them. So the mailbox is organized without effort.” The training function also comes in handy with the smart OCR software: “If you regularly receive invoices from the same supplier, you can teach Whitevision to recognize where the different invoice elements are. Think of things like Chamber of Commerce number, VAT number, IBAN number, amount and description. These are all automatically prepared in the booking. Employees in the financial administration no longer have to type this data. Whitevision can propose bookings automatically, provided you train the system properly. And you receive maximum support in this during the implementation phase.” For Neos, there was a clear deadline on the commissioning of Whitevision’s solution. They wanted to start with the system in 2022, in the new fiscal year. Geke was very satisfied with the clear, structured approach of the Whitevision consultant: “Through the customer portal, I received neat feedback on what we had done together and what the follow-up would look like. And after we had started using the solution, we could contact Whitevision with our additional questions.”

“Invoices are booked automatically”

Even now the cooperation is still going well. Geke: “If you ask a question through the customer portal, Whitevision always responds very quickly. The nice thing is that users can ask questions independently. This way, not everything has to go through one person on our side. Moreover, the customer portal is not only effective but also very clear. As a result, you can see at a glance where you need to be.” For Geke, this reflects Whitevision as an organization: “Whitevision is very professional, but you can approach people in an approachable way. For example, our consultant clearly had in-depth knowledge – of the solution as well as the financial processes within an organization – but thought along with us in a very approachable way. We never felt like we were asking a stupid question.”

Whitevision thought with us and provided excellent support”

That Whitevision does a lot to keep knowledge up to date is something Geke also appreciates: “My colleagues took a training course at the Whitevision Academy and we organized an on-site day with our Whitevision consultant in the interim. We had had some changing of the guard and so everyone could continue to use the solution optimally. Both days turned out tremendously well!” Whether Geke would recommend Whitevision to other companies? “Either way! I am really satisfied with the entire process: from the clear quotation and implementation to the aftercare and support. And the system does everything we expect from it!”

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