Van der Weegen Bouwgroep

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Over 150 years Van der Weegen Bouwgroep has been active in the region of Brabant. With a creative and innovative attitude, the company develops and builds environments where people feel at home. Van der Weegen Bouwgroep listens in order to learn from the past, to retain what is good and to look ahead. The company’s activities cover a wide area. Van der Weegen has worked on the development and realization of complete residential neighborhoods, the redevelopment of monumental real estate and also provides customized business accommodation. Customers can also turn to the company for small- or large-scale maintenance, for example, on schools, housing associations and commercial properties.

The need

At Van der Weegen Bouwgroep, purchase invoice processing had traditionally been done on paper. As a result, invoices sometimes got lost. Moreover, the company needed a lot of archive space for storing the invoices. In 2006, Van der Weegen Bouwgroep made an efficiency move: it switched to scan and recognition software. But when this supplier went bankrupt years later, it was time for a new OCR solution – preferably one that connected to ERP package 4PS Construct.

The solution

Whitevision approached Van der Weegen Bouwgroep because it had taken over the clients of the previous scanning and recognition partner. In the meantime, Van der Weegen Bouwgroep itself had already started looking for a replacement solution. But until then, the options were either too expensive or did not offer a standard link with 4PS Construct. Whitevision was reasonably priced, had a close partnership with 4PS and was very user-friendly. A demo convinced Van der Weegen Bouwgroep to start working with Whitevision.

The benefits of Whitevision

More efficiency and time for other tasks, such as process improvement.
Handle everything in one user-friendly, intuitive application that links flawlessly with 4PS Construct.
Convenient additional features, such as line recognition, matching, service notifications and postings.
Smooth implementation process, excellent support and consultants who think along with business processes.
Future-proof solution that can grow with developments within the organization, such as a move to the cloud.

“Whitevision has given us efficiency and time,” says John van de Pas, accountant and system administrator at Van der Weegen Bouwgroep. “Our entire purchase invoice processing process has improved. Whitevision works faster than our old scanning and recognition software. And we can handle everything in one user-friendly, intuitive application.” Because it is no longer necessary to retype data, Van der Weegen Bouwgroep is left with more space for other tasks: “For example, we can better focus on processes and process improvement. And we perform more work with fewer people. These are significant benefits!”

"Whitevision in four terms? 'Efficient', 'user-friendly', 'collaborative' and 'flexible'!"

The fact that Whitevision offers a total solution with convenient additional features is very helpful to John. “The smart OCR software recognizes things like the creditor, invoice number, invoice amount, project number and purchase reference,” he says. “Because we also use line recognition and matching, the system also recognizes the invoice lines to automatically populate them. When we receive rental invoices or telephone invoices – which periodically contain the same lines – Whitevision enters the lines into the correct general ledger account. The system looks at how the lines relate to the purchase order lines in our ERP package and indicates whether they match. Because Whitevision prepares the entry immediately, all we have to do is check it. The system takes manual operations out of our hands!” Since last year, Van der Weegen Bouwgroep has expanded the solution. “Customers of our maintenance services, such as housing corporations, often send us service notifications. Whitevision turned out to be able to digitize that flow completely. Now the software reads the reports directly. The order form we receive is immediately linked to the service call. That saves us an enormous amount of work.”

"Whitevision moves quickly and really thinks along with our processes."

Recently, Van der Weegen Bouwgroep started implementing Whitevision Post which handles incoming mail through the Whitevision software. “Incoming mail no longer needs to be copied or distributed via email. Processing is similar to that of purchase invoices. Mail is presented through Whitevision, is confirmation that the mail item has been seen by the appropriate individuals and is always stored in the database. In addition to central storage, users themselves can also choose to store the mail piece in a desired location, for example, in the project file. That process is then also digitized from now on.” According to John, communication with Whitevision runs smoothly. He noticed this even during the implementation process: “After setting everything up for us, our Whitevision consultant spent one day testing and one day giving an explanation. Then we went live. That went fine because we could easily get started with the system. Whitevision is a user-friendly program that provides a flawless standard interface with 4PS Construct. When our ERP system is updated, Whitevision takes it with us as a partner. As a result, the solution always continues to work.”

"Whitevision offers a stable solution and good communication".

And if Van der Weegen Bouwgroep does run into a question, there is Whitevision’s customer portal: “We can very easily enter a report there. We always receive feedback within a very short time. Because Whitevision works with a fixed team, we often speak to the same people. The contact with them is excellent. The consultants are also quick and easy to work with. If we need something, they really think along with our processes.” John views the future positively. He believes that Van der Weegen Bouwgroep will certainly continue to use Whitevision: “The system works fine. And as we continue to develop, Whitevision can grow with us. Next year, for example, we want to initiate the migration to Business Central. Whitevision supports this. We are also looking forward to using the Whitevision Smartphone App, which will allow us to approve invoices on our phones. This is a nice addition to our existing workflow process.” What John would say to other construction companies looking for scanning and recognition software? “I would highly recommend Whitevision. Within our organization, the solution was embraced very quickly!”