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Veiligheidsregio Gelderland-Zuid

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The VRGZ is one of the 25 safety regions in the Netherlands. As an organization for fire departments, medical assistance and preparation and coordination in the field of disaster response and crisis management, the VRGZ contributes to a safe region. The support services (responsible for, among other things, purchase invoice processing) also work for the GGD Gelderland Zuid.

The need

The VRGZ had been working with a purchase invoice processing application for some time. However, it did not offer the functionality the organization was looking for. The software functioned alongside the AFAS ERP system, but did not work together with it. The VRGZ wanted to work with a user-friendly, robust scan and recognize solution that would connect seamlessly with AFAS. That is why it started looking for an alternative.

The solution

When the VRGZ sought advice from AFAS, the ERP vendor recommended Whitevision. The VRGZ requested a demo. They liked it: the integration with AFAS, the specifications of the scanning and recognition solution and the ability to train the self-learning system really appealed to the organization. The VRGZ was convinced that Whitevision would make the booking process a lot easier for employees. So the decision was quickly made: the VRGZ switched to Whitevision’s solution.

The benefits of Whitevision

  1. Time savings and efficiency boost: process more invoices with the same number of people.
  2. Good recognition by smart scan and recognize solution.
  3. User-friendly and self-learning system.
  4. Financial processes run smoothly due to perfect integration between Whitevision and AFAS.
  5. Very smooth implementation process and excellent support.

“Whitevision has provided us with stable purchase invoice processing,” says Patrick Noij, application manager for financial packages at the VRGZ. Especially during the corona crisis this has come to the fore: “The invoice flow from the GGD in particular has increased tremendously this year. That increase has been a good measure of Whitevision’s efficiency. We work with almost the same number of people and are still able to keep up with this considerable flow. The fact that the processing has remained manageable for us is due to Whitevision. Our employees can handle the system very well. This allows us to make the best use of our time!”

“Whitevision in three terms? 'Efficient,' 'customer-focused' and 'user-friendly.'”

Since the VRGZ has been using Whitevision, employees can enter purchase invoices much more easily. Patrick: “When an invoice comes in via e-mail, it is automatically read in Whitevision. The system then supports our employee from the accounts payable department during the booking of the invoice: thanks to good recognition, this process runs smoothly. Next, the invoice passes several reviewers via Workflow. When they have given their approval, the invoice is released for payment and stored in the digital archive in AFAS. This completes the circle.” About the link with AFAS, Patrick is very satisfied: “We have our processes well organized in AFAS and Whitevision connects perfectly to it. That integration is a big plus. Purchase invoice processing is a small, but very important part of your financial processes. Whitevision understands that very well. In the beginning, for example, we had certain questions about company-specific settings. These were resolved very smoothly, because it is quick to connect with the people at Whitevision.”

“The good integration with AFAS is a big plus”

Because the implementation process went very smoothly, the VRGZ was able to start using Whitevision immediately in a thorough manner. “Our Whitevision consultant came to our site for several days to discuss our needs and expectations, set everything up properly and train users. Before going live, we were in contact to get everything ready and do some final testing. When we actually went live, everything went smoothly. Only some fine tuning was needed. Very nice! The scan and recognize solution meets exactly the expectations we had of it.” The latter also applies to Whitevision’s support team: “You can ask your questions to Whitevision very easily and we get a quick response and a solution. Whitevision doesn’t put things off. It’s just very pleasant working with Whitevision.”

“Working with Whitevision? Just do it!”

Due to the corona crisis, the VRGZ has not yet had time to delve into all the functionalities Whitevision offers, but the organization certainly plans to do so. “As soon as we have the space, we are really going to take a good look at it, because with certain functionalities we can undoubtedly save even more time,” says Patrick. He therefore looks to the future positively: “We will definitely continue to use Whitevision.” What Patrick would say about Whitevision to other organizations looking for a procurement invoice processing solution? “Just do it! Especially if, like us, you work with AFAS. Whitevision and AFAS are not two systems that co-exist. The integration is simply perfect.”

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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.