Case Stadsschouwburg Utrecht – Invoice Processing
Rapid processing of invoices is important, but at Stadsschouwburg Utrecht they had more than one important reason to digitize invoice processing. Insight into the invoice and the invoice status were equal in terms of priorities.
The choice for Visma | ProActive was mainly due to the fact that Visma | ProActive offers more than just meeting the minimum requirements. In the Spend Cloud they also have the possibility to execute contract management and register obligations.
The choice for Visma | ProActive was mainly due to the fact that Visma | ProActive offers more than just meeting the minimum requirements. In the Spend Cloud they also have the possibility to execute contract management and register obligations.
Stadsschouwburg Utrecht - Digital Invoice Processing
Many organizations are fed up with long invoice processing times and are switching to digital invoice processing. Aside from the shorter processing times, there are other reasons for this. Such as a clearer view of invoice status. Sometimes this is even more important than fast processing. That’s also the case at the Utrecht city theatre, the Stadsschouwburg Utrecht.
Stadsschouwburg Utrecht is the largest theatre podium in the city. Before they used invoice processing software, all invoices arrived by post. They were then forwarded to various departments – via the internal post – to obtain the necessary signatures. “With a bit of luck, they were returned to the administration within two weeks. Sometimes faster, sometimes slower,” Joost Kok, Head Finance & Automation explains.
Creating a comprehensive dossier
“We wanted greater efficiency and to stop losing invoices – to create a comprehensive dossier. A comprehensive dossier enables us to answer questions from suppliers or management more quickly. Once we had made the decision to digitize our process, we looked at a number of suppliers online. We also consulted a few cultural organizations about their experiences.”
Joost and his colleagues from the financial administration department had drawn up a number of objectives in advance to assess the candidates. For one thing, they wanted to eliminate the paper workflow. Not only internally, but also on the supply side. They also wanted to obtain insight into the invoice status. “We wanted to make full use of the benefits of digitization. We ended up with Visma | ProActive via the Central Museum in Utrecht, who were very happy working with it. In addition to Visma | ProActive, there were two other candidates, one of which was specific to our financial package AccountView.
Joost Kok
Head of Finance & Automation
“I can trace an invoice in just a couple of seconds!”
Taking control of the workflow
But the preference was for Visma | ProActive, as the Spend Cloud not only met all our requirements, but even offered further useful features. In the Spend Cloud, we have the option to set up the workflow ourselves. It is a clear environment with a high degree of user-friendliness. Furthermore, the Spend Cloud can be supplemented with multiple functionalities, such as Contract Management and Liabilities. We were treated to a demonstration of these functionalities at intake, but wanted to first get to grips with Invoice Processing. But now we’re working with the other functionalities of the Spend Cloud as well.”
It took just an hour to get the hang of it
Everyone who has to handle invoices at Stadsschouwburg Utrecht works in the Spend Cloud. “Everyone who has to authorize an invoice was given some training. It took just an hour or so to get the hang of working with the software. Even our colleagues who have no experience with computers are happy.
Working in the Spend Cloud has obvious benefits: we now have a fully digital workflow and invoice processing is much faster. 85% of invoices have an average processing time of no more than 10 days. Invoices with a longer processing time generally have issues of one kind or another. The invoices are easy to consult, both in the workflow and in the dossier. I can trace an invoice in just a couple of seconds.
Visma | ProActive goes the extra mile
If I look at the expectations and reality, I’d say that the Spend Cloud does far more than we had anticipated. In addition to an excellent search function, the Spend Cloud also allows us to generate concise reports and clear statistics.”
Curious to see just how userfriendly the Spend Cloud really is?
Download the Invoice Processing factsheet and find out all about the benefits yourself!
