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Prohles

At Stichting Prohles, a foundation for Protestant-Christian and Reformed elementary education in Katwijk, we employ spirited professionals. They challenge students in their schools daily to become self-aware, contemporary citizens with compassion who are part of a community. Mutual respect and acceptance in the encounter with the other are paramount at the Prohles Foundation. In all its actions, it stays close to its four focal points: educational quality, development, network and identity. The foundation stands for high-quality primary education, in which the Christian identity is professed and lived. From this conviction, approximately 300 teachers work on good education for approximately 3,300 pupils.

The need

The Prohles Foundation had been working with a scanning and recognition solution including workflow software for nearly 10 years. But the switch to AFAS required innovation. The plan was to manage both personnel and financial administration in one system. With this in mind, the foundation decided to look for a software solution for processing purchase invoices that would interface excellently with AFAS.

The solution

When the Prohles Foundation approached AFAS for advice, the name ‘Whitevision’ immediately came up. An introductory meeting led to a demo. It showed that Whitevision would facilitate the automatic scanning, recognition and posting of purchase invoices. In doing so, it surpassed the OCR solution used by the Prohles Foundation at the time. Moreover, the value for money was excellent. The final step in the decision-making process was to take a look at another school group that was already using Whitevision. This reference won over the Prohles Foundation: they decided to go with Whitevision.

The benefits of Whitevision

  1. Time savings and efficiency boost.
  2. More room for controlling and advisory work through automation of manual tasks.
  3. High recognition rate that keeps improving due to the self-learning ability of the smart OCR software.
  4. Automatic notifications regarding deviations due to excellent intergration with AFAS.
  5. Excellent guidance on how to use a very user-friendly solution.

“Whitevision saves a lot of work, saves time and creates more efficiency,” said Sander, finance consultant at Prohles Foundation. He worked with a team to roll out Whitevision and AFAS live in the organization in early January 2022. “Whitevision’s total solution is very innovative,” says Sander. “The system reads invoices properly by default. The automation of an administrative process like purchase invoice processing fits well with the way we live with each other nowadays. It saves a lot of time and frustration. Because we no longer have to book invoices manually, we have more space for other tasks. For example, I can do more controlling and advisory work!”

“Because of Whitevision, there is more room for monitoring and advisory work.”

Sander explains why, in practice, he is very satisfied with Whitevision. “After an invoice lands in the system, an employee can view and review it. Actually, all you have to do is check whether the system has recognized everything correctly. If not, you can easily train an invoice. You only have to do that once. After that, recognition for the creditor in question is automatic.” Very occasionally – due to the method of delivery – an invoice is poorly recognized, but even then no manual typing is required: “You only have to click in the relevant fields to enter the information. That’s very efficient work.” What Sander also finds very useful is that Whitevision points out anomalous information: “If the Chamber of Commerce or VAT number on the invoice differs from the creditor information in AFAS, Whitevision signals this. And also if an invoice has already been booked in AFAS, the system alerts us. So the link works very well. It saves us time!”

“The solution is user-friendly and the support team responds accurately.”

According to Sander, Whitevision’s user-friendliness is a plus. “During the implementation, our Whitevision consultant spent two days going through the process with me. He made sure everything was tiptop so we could start working with the solution right away. And in practice we found it very easy to work with the system. Everything speaks for itself.” If Sander and his colleagues do run into a question, they call in Whitevision’s support team. “We use the customer portal for that. Whitevision then responds very accurately. The few times we have entered an incident, we knew exactly where we stood within a day.”

“Whitevision is an addition to my organization”

The most positive aspect of Whitevision? Sander can clearly define that: “Whitevision is an addition for my organization. It connects very well with AFAS and provides real-time insight into costs. This allows us to stay in control. Moreover, the solution automates manual actions concerning the booking of purchase invoices. This saves us time.” Sander believes that the Prohles Foundation could no longer do without Whitevision: “We have a structurally sound program that supports our basic administration. Whitevision has provided us with excellent guidance and we like the solution. I am very enthusiastic!”

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With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

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With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.