Case Stichting Zorgbalans – Purchase-to-pay

During the time that Zorgbalans started their course towards cashless working, there were very few suppliers of debit cards that you manage as an organization.
When this supplier stopped offering cards, Zorgbalans immediately started looking for an alternative. The requirements had not changed. 200 cards had to be distributed in two months. Together with Zorgbalans we ensured a smooth transfer to new cards and a successful follow-up.
When this supplier stopped offering cards, Zorgbalans immediately started looking for an alternative. The requirements had not changed. 200 cards had to be distributed in two months. Together with Zorgbalans we ensured a smooth transfer to new cards and a successful follow-up.

Zorgbalans – Prepaid cards

A combination of factors led to Zorgbalans starting to use prepaid cards a number of years ago. The treasury committee gave them the job of strongly reducing cash flow, while over the same period they were busy splitting up the neighborhood teams. From six large neighborhood teams, they went to 45 smaller ones. One of these teams and a number of intramural teams were interested in a debit card. This proved to be a hit.

A promising pipeline

“In the time that we started using prepaid cards, there weren’t many players on the market,” Wim Janssen, Manager Administrative Services at Zorgbalans explains. “We opted for Multi Service Prepaid Solutions and have used their bank cards for years. The project was such a success that the Executive Board was informed directly when we heard that Multi Service was stopping and we needed to look for a new supplier.”

This search actually was quite simple, as Zorgbalans had already done this before. “Of course we’d already met a number of suppliers, so we gave them another chance. Furthermore, Multi Service had suggested a supplier that could take over their services. Coincidentally, a colleague of mine had recently attended an inspiration session presented by bunq and ProActive. There was no product as yet, but what was in the pipeline sounded really good.”

Wim Janssen
Manager Administrative Services
If your administration takes up less time, you’ve got more time to provide care.

The distribution of 200 cards

Although Zorgbalans also uses ProActive for its complete purchase-to-pay process and the existing cash administration, the choice for ProActive was not as obvious this time. “There was no question of distrust in ProActive, but we were also dealing with bunq, which was an unknown quantity for us. In the end, I made a business case for three different providers, including ProActive in combination with bunq.”

In terms of cost, ProActive came out well, but Wim had yet to convince the Executive Board to gain sufficient confidence in ‘the IT company with a banking license’. “On the one hand, we entered this process based on trust and partnership. We see ProActive as a reliable supplier that likes to partner with its clients. On the other hand, it was also a question of entrepreneurship – having the guts to go for a project before the product was ready.”

Since Multi Service was due to stop soon, there was a considerable time pressure on the implementation process. Everything had to be converted in just two months. To set it up properly, this project was given a high priority. 200 active bank cards had to be delivered to involved parties. “My colleague Marleen Herben and I formed a team together with the ProActive Product Management team. There was room for our vision and we joined in discussions about the options. This way of working together resulted in a flawless transition.”

Even the tax authorities are enthusiastic

The 200 cards are used by different employees, including extramural and intramural teams, neighborhood teams, enjoyable-home teams, but also managers and doctors. “We submitted our way of working to the tax authorities and they were very enthusiastic. There is a clear separation between expenditure on behalf of clients and personnel costs now. We audit using random sampling on hotels and catering businesses to be sure that the right card is being used for the right expenses.”

Now that Zorgbalans has been using the bunq bank cards for some time, they can compare the old and new suppliers. “The most important difference is that ProActive has Single Sign On, so you only have to log in once. Software must be as simple as possible. The less time you spend on administrative actions, the more time you have for providing care. If I had to sum up the benefits, I’d say:

  • The new card is accepted everywhere
  • The cardholder can enter their own pin code
  • No separate login is required to view transactions

And last but not least: the accessibility of ProActive. A really perfect helpdesk.”

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