From contract to closet
Contract and inventory management is often fragmented and cluttered, making it difficult to keep a grip on maturities, terms and obligations. This can lead to missed actions, such as late renewals or unexpected shortages. With our software, you digitize all your contracts and set up workflows for approvals, so you automatically receive alerts when action is needed.
Inventory management also runs more smoothly: you see exactly what’s where and how much is being consumed. Thanks to smart integrations with scanning cabinets and barcode scanners, consumption is automatically registered and stocks are updated in real time. In this way, you prevent shortages and surpluses, work more efficiently and also keep financial control.
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Want to learn more about our procurement solution for field purchases? Download the whitepaper and discover the benefits of our solution
From closet to accounting
Manage your purchasing process with Inconto fully automated and organized. Employees scan items as they pack, after which the system immediately updates inventory. Once a threshold is reached, it automatically generates an order recommendation or places an order immediately.
The link to locations, departments and budgets ensures that you always have insight into who consumes what and what the costs are. This way you not only work more efficiently, but also maintain full control over your expenses and inventory management.
Zó eenvoudig kan jouw werkproces eruitzien:
Request
Employees order through an intuitive catalog based on current supplier agreements and inventory. Contracts are managed digitally with automatic alerts on renewals.
Manage
Inventory consumption is recorded via scanners and smart cabinets. You have continuous visibility of commitments, inventory levels and associated costs.
Ordering and processing
Zodra een contract verloopt of voorraad onder het minimum zakt, genereert het systeem een seintje of bestelling. Ontvangsten, facturen en bestellingen worden automatisch gekoppeld – van bestelling tot betaling.
FAQ
What exactly does the term ‘field purchases’ mean?
Field purchases are small changes, corrections, or additions that arise during a construction project. These often result in separate orders for materials and other small components. Although these orders make up only a small portion of the total purchase value, they unnecessarily consume time and effort due to the extra administrative work. With Whitevision’s field purchase solution, you can digitize and automate the entire process, saving both time and costs.
What benefits does the field purchase solution offer for construction companies?
With the field purchase solution, you automate the processing of field purchases. By drastically reducing manual work, you save time and work more efficiently. You maintain oversight and have immediate insight into the orders placed. It is very easy to generate detailed reports, which allow you to see whether suppliers are meeting their commitments. Additionally, you gain timely access to management information, making it easier to make data-driven decisions.
What is the difference between a purchase-to-pay solution and Whitevision’s field purchase solution?
With a purchase-to-pay solution, you order from a central catalog within the system. Our field purchase solution works differently. The site manager continues to order in the usual way — for example, by phone, via WhatsApp, or through a webshop. Based on this, our software automatically creates an order.
Can I join Whitevision as a wholesaler?
This is not possible, as we work exclusively on behalf of our clients. Our field purchase solution is not a “marketplace” for the site manager. We work closely with wholesalers, but they remain independent operators.
How does the app for site managers work?
The app is very easy to use. When the goods are delivered, the site manager can immediately confirm receipt of the items in the app. It is also possible to record any discrepancies and attach a photo of the delivery. The system automatically links all this information to the order.
How does the solution take pricing agreements into account?
Many construction companies make annual agreements with suppliers, meaning that each project has contracts with price lists. The field purchase solution automatically checks whether the received items match the agreed prices. How you handle discrepancies is up to you. For example, you can request a report monthly or quarterly to see the differences. This report can then be sent to the supplier, including a request to issue a credit invoice.
How does the integration between Whitevision and Inconto work?
Whitevision integrates seamlessly with Inconto and automates the processing of incoming invoices. Using smart technology, invoice data is recognized, extracted, and accurately processed within the Inconto system.
What makes the integration between Whitevision and Inconto unique?
Inconto helps organizations streamline contract management, procurement, and invoice processing. Whitevision adds to this by:
- Automatic invoice recognition: Less manual input, more efficiency.
- Matching: 3-way matching of incoming invoices with purchase orders and commitments based on order lines.
How exactly does Whitevision make it easier for me to process incoming documents?
We offer a convenient cloud solution that you don’t have to worry about. Hosting and automatic software updates are included in the monthly fee.
In addition, Whitevision pairs with several ERP systems. Thanks to our close partnerships with several ERP providers, we offer far-reaching integrations. As a result, you process incoming documents smoothly and easily.
How do I make the process around incoming document processing even easier?
For example, are you spending a lot of time dealing with the overwhelming flow of incoming emails? The SMART E-mail handler takes the preliminary work off your hands. This tool automatically splits, combines and moves attachments or digital purchase invoices.
Are you spending hours breaking down cost invoices, recalculating VAT per line and processing purchase invoices with many lines? Then rule recognition offers an outcome.
My question is not there, what is the best thing to do?
Send an e-mail to: [email protected] with your question and contact information, or fill out the contact form. We will answer your question as soon as possible. Are you already a Whitevision customer? Then go to the customer portal for more information.
