Van der Weegen Bouwgroep

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

The benefits of Whitevision

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.”

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.”

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!”