Case Eden Hotels – Procurement and Invoice processing

Errors, especially the time it takes to correct those errors, are highly undesirable with 35,000 incoming invoices a year. After Eden Hotels chose the Spend Cloud to solve their problems, they first tested six weeks in 3 of the 11 hotels.

The new method was perceived as very pleasant, because the benefits were visible immediately. After the test period they switched to the next step: automatically linking purchase orders to incoming invoices.

The new method was perceived as very pleasant, because the benefits were visible immediately. After the test period they switched to the next step: automatically linking purchase orders to incoming invoices.

Eden Hotels - Procurement and digital invoice processing

With 11 hotels and 45,000 incoming invoices annually, Eden Hotels had a massive problem with processing times. There were too many errors, requiring lots of corrections. And all because the processing of document flows had not been set up efficiently. They want to save on both time and cost by digitizing the entire process, from purchase to payment. After an extensive package-selection process, the Spend Cloud turned out to fit their requirements and wishes the best.

Tracing invoices very fast

The first step towards a completely digitized Purchase to Pay process was to digitize purchase invoices. The Spend Cloud invoice processing was trialed for six weeks in three hotels. People immediately found the new way of working to be very pleasant. The initial benefits were directly apparent: fewer invoices lost, fewer errors when entering items, and a faster, automated workflow. The biggest time saving was achieved in the tracing and processing of invoices.

To achieve greater efficiency, Eden Hotels agreed with its top-15 suppliers that it would receive invoices entirely digitally. That resulted in 90% of the invoices being received digitally, which are processed even faster in the Spend Cloud.

Joost Peeperkorn

Financial Director

“The collaboration with Visma | ProActive feels like a partnership.”

Curious about 3-way matching and the other Invoice Processing benefits? 

Download the Invoice Processing factsheet and see for yourself!

Invoice matching

After the invoice processing functionality was rolled out throughout the organization, it was time for the next step: to streamline the purchasing process using Spend Cloud Procurement. The great thing about the Spend Cloud is that both processes – invoice processing and procurement– are interfaced. The system signals and matches incoming invoices automatically with the related, approved purchase order and delivery. These are then automatically booked and primed for payment. In the past, staff had to search through archive cabinets for paper purchase orders and invoices to check them. This process is now provided automatically by the Spend Cloud. And that saves a huge amount of time!

The collaboration feels like a partnership

Joost Peeperkorn concludes: “Thanks to the Spend Cloud, the process is better safeguarded, as everything is recorded digitally. But we are also very satisfied with the service provided by Visma | ProActive. Issues are dealt with quickly and accurately. Visma | ProActive really does live up to its name!”

Curious about 3-way matching and the other Invoice Processing benefits? 

Download the Invoice Processing factsheet and see for yourself!

Wondering what the Spend Cloud can do for you?