Zuijl en Weerd

Zuijl en Weerd has been a household name in the gasoline world for almost 100 years. The holding company currently includes 5 filling stations, where service and customer friendliness are highly valued. Besides fuels, customers can come here for artisan sandwiches and a cup of coffee. Zuijl en Weerd also offers a professional carwash, where employees can advise on the best washing program for your car, among other things.

The need

A while ago, Zuijl en Weerd noticed that more and more purchase invoices were coming in by mail. However, this did not make the process much faster. Printing out invoices, booking them, providing them with a booking number and archiving them: the processing took a lot of time, paper and archive space. And actually Zuijl en Weerd had no place at all to store all those documents. Therefore, it was high time for a digitization step.

The solution

One thing was certain: the new solution for purchase invoice processing had to connect to FuelOffice, the package Zuijl en Weerd was already using. The company put its problem to supplier Extendas. Then partner Whitevision quickly came into the picture. The partnership – and the corresponding link between the two systems – offered many practical advantages. That was the deciding factor: the company decided to process incoming invoices with Whitevision’s solution from now on.

The benefits of Whitevision

Self-learning SMART-OCR system ensures proper recognition, even of complex invoices
More time to spare and less filing space
Call and open invoices directly when looking up an entry in FuelOffice
Less input work; process purchase invoices more efficiently
Good support desk, personal approach and focus on innovation

“With Whitevision’s SMART-OCR software and Scanclient, printing out invoices and manual entry is a thing of the past,” says Daphne van Arkel, a financial administration employee at Zuijl en Weerd. As the person solely responsible for bookings, she has noticed an enormous relief since the implementation of Whitevision. “Data such as supplier, the invoice date, order number, VAT amounts, invoice number, etc. are directly transferred when read into FuelOffice. And because Whitevision’s system is self-learning, recognition improves automatically.” Another important point for Zuijl and Weerd, is the automatic recognition of the (6) different bv’s. “The system initially did not know which bv to link an invoice to. After a free update, the administration is also recognized and I see that the system almost always enters the company numbers correctly in FuelOffice!”

"With Whitevision, procurement invoice processing is a smooth, efficient process."

For Daphne, the benefits of Whitevision are clear: “Time savings, less filing space and more insight. We can retrieve invoices very easily in FuelOffice. If you want to view an entry, it’s usually handy to have the invoice to go with it. In FuelOffice, you can also call it up directly and open it as a pdf file. Moreover, the system performs a check for VAT and Chamber of Commerce number, so you have less chance of booking ghost invoices.” Daphne also considers the lower error proneness a plus: “Because invoice numbers are automatically read in, you have less chance of typing errors. That is noticeable in our working method.” What that way of working looks like now? Much simpler. “The invoices come in by e-mail. And if we receive an invoice with separate attachments, such as work orders, I can easily read them in with Whitevision’s Scanclient and merge them into 1 pdf file. While the invoices are recognized in the background, I open FuelOffice, and read in the recognized invoices. The basic details of the invoice such as supplier/invoice number/date/amounts are transferred into FuelOffice, and the pdf file is linked to the entry. This makes the processing and archiving of purchase invoices tremendously smooth.” And it can be even more efficient: “We are currently working on automatically reading the invoices in my mailbox so that I no longer have to drag them anywhere. Whitevision offers this option, but we are still fine-tuning everything with our system administrator.”

"The customer portal allows for quick problem resolution and provides oversight"

The implementation of Whitevision was quite an exciting process, as Zuijl en Weerd was one of the first implementations of Whitevision i.c.w. Extendas. “Whitevision and Extendas had just entered into their partnership at the time. But in the end it all went very smoothly. Whitevision made a contact person available to whom we could put all our questions. It was nice for us to have one point of contact. In general, everything went smoothly. And if once something didn’t go right, Whitevision resolved it quickly.” The same goes for the support desk, which Zuijl and Weerd sometimes calls on. “Through Whitevision’s customer portal, you can very easily submit a problem or question. Our experience is that you get a response within a very short time. And if you indicate that you are facing an emergency, the Whitevision team will contact you very quickly. “You take a screenshot, send it on and in the meantime continue with your other bookings.” The fact that the customer portal is very clear is also convenient for Daphne: “When you log in, you see a list of problems you have reported – plus the solution Whitevision has provided for them. You can then indicate whether the problem has actually been fixed.”

"The system works well and will only get even better over time."

Daphne experiences the personal contact with Whitevision as very enjoyable. She also calls the company innovative: “Whitevision thinks about next steps, adjustments and things that will change in the future.” For that reason alone, Daphne could no longer do without Whitevision: ” It just works very well. And with Whitevision’s future vision, the solution will only get even better over time!”

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