Syncasso is a debt collection and bailiffs organisation, located throughout the Netherlands. Their head office is located in Utrecht, they have seven and around 350 employees. This gives the organisation a leading position in its market segment.
Complex document processes
Due to its size, the organisation has to deal with complex document processes, and thus invoice flows as well. With more than 11,000 incoming invoices annually, invoice processing turned out to be a complicated and time-consuming process. Invoices were formerly registered in Otho Software. The original invoice was forwarded by post to the budget holders at different locations. In addition, paper dossiers were maintained in an archive. This meant that invoices were frequently lost or left pending with an employee for too long. For that reason, the organisation started looking for a software supplier that could provide a solution for digital invoice processing. The primary reasons for Syncasso to opt for ProActive were the price-quality ratio and the savings that are realised with ProActive compared to other suppliers.
Text recognition ensures automatic coding
Syncasso has now been working with ProActive for four years – with great satisfaction. The most striking improvement is the method of invoice processing. Invoices now arrive centrally at the head office in Utrecht, where they are immediately scanned in and coded by the financial administration. Thanks to the advanced text recognition, the invoices are pre-coded. This means that suppliers, ledger account numbers, cost centres, and payment conditions, are automatically completed by ProActive. Also invoices are linked to a dossier number. Depending on the amount and the dossier number, invoices are automatically assigned to the correct offices and employees for checking. After approval, the invoices are paid in Otho Software.
The processing time of invoices is now twice as fast
Berry Philippi, Manager Finance & Control, tells us about his experience with ProActive: “The objective was to automate the many manual steps and thus speed up the processing time and handling of purchase invoices. Our objectives have amply been met. The processing time has considerably been reduced and we can now keep track of who has to assess what and how long they should take. Together with Otho Software, ProActive has created an interface for the financial administration to see the status of the payment at any given moment. Now that the invoice processing has fully been digitised, we no longer have any lost invoices. Since we started working with ProActive, invoices are now processed twice as fast on average! Thanks to this saving, the financial administration employees now have more time for other important matters.”
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