It might be cost savings, overview of your organisation’s expenditures, increasing your department’s value, but you’ve landed on this page to find a solution for a problem. If you scroll on you will find various challenges, solutions and case studies to benchmark your challenges to those of our customers.
Cash & Card
Occasional and small-scale expenses are often made unnoticed. Registration is different for each issue and the payment method is used. With the Spend Cloud, it does not matter which payment method you choose: spending is easier, and registration too.
The Spend Cloud also helps you to gradually switch to a full cashless way of working with debit cards in own management. This allows you to automate the registration of expenses more and more and minimize the chance of errors.
In a jumble of all the different ways in which small-scale and incidental expenses are made, it is difficult to understand what is being spent. Let alone send or limit these expenses.
Our Spend Cloud provides an automatic overview of all small-scale expenses, making it easy to report on and manage expenses.
What is the current procedure regarding small-scale and incidental expenses in your organisation? Do you still use a lot of cash? If so, do you think that’s fine, or do you want to work more towards cashless? What do you do for small-scale expenses now? And how is that administered?
Depending on what you want, we switch on the options in the Spend Cloud. Cash administration for cash, or only the bank administration if you want to work cashless.
The fact sheet contains a step-by-step plan explaining how the functionality works: topping up, paying, encoding, closing, assessing and analysing.
It was a combination of circumstances that led to Zorgbalans starting using prepaid cards years ago. From the treasury committee they were instructed to reduce the cash flow considerably, while in the same period they were working on a division of the neighbourhood teams. They went from 6 large neighbourhood teams to 45 small ones. One of these teams and a number of intramural teams were interested in a debit card. This turned out to be a great success.
“During the time we started using prepaid cards, there were few players on the market,” says Wim Janssen, administrative services manager at Zorgbalans. “We opted for Multi Service Prepaid Solutions and have worked with their bank cards for years. The project was such a success that the Board of Directors was immediately called on when we were told that Multi Service would stop and we had to look for a new supplier.”
This search was quite simple, because Zorgbalans had already gone through the process. “Of course there were already a number of suppliers that had paid us a visit, they still got a chance. In addition, Multi Service had indicated a supplier who could take over their services. And coincidentally, my colleague had recently been to an inspirational session of Bunq and ProActive. here was no product yet, but what was about to come was very promissing.”
Distributing 200 cards
Although Zorgbalans also uses ProActive for the entire purchase-to-pay process and the existing cash administration, the choice for ProActive was not so obvious this time. “There was no lack of confidence in ProActive, but now we also had to deal with Bunq, unknown to us. Eventually I made a business case for three different providers, including ProActive in combination with Bunq.”
Regarding costs, ProActive performed well, but Wim had to persuade the Board of Directors to gain sufficient confidence in the IT company with a bank license. “On the one hand we went into this process based on trust and partnership. We see ProActive as a reliable supplier who thinks along with the customer. On the other hand, it was also a question of entrepreneurship; the courage to enter into a project without a finished product.”
As Multi Service would soon stop, there was considerable time pressure on the implementation process. In two months’ time, everything had to be transferred. In order to set it up properly, this project was given a high priority. Before the 1st of October, 200 active bank cards had to be distributed to those involved. “My colleague Marleen Herben and I formed one team together with ProActive’s product management team. There was room for our vision and we were allowed to think along with possibilities. This way of working together has ensured a flawless transfer.”
Enthusiastic tax authorities
The 200 cards are used by different employees; extra- and intramural teams, neighbourhood teams, “Prettig Thuis” teams, as well as managers and doctors. “We have submitted our working method to the tax authorities and they were very enthusiastic about it. There is a separation between expenses for the benefit of the client and personnel costs. We check randomly for catering establishments to ensure that the correct card is used for the correct edition.”
Now that Zorgbalans uses the Bunq bank cards for some time, they can now compare the former and new supplier. “The main difference is that ProActive has Single Sign On, which means that you only need to log in once. Software should be as simple as possible, because the less time you spend on administrative tasks, the more time you have left for healthcare. If I have to list the benefits, I would say:
- The new card is accepted everywhere
- The cardholder can set a PIN code himself
- No separate login is required to view transactions
- And last but not least the availability of ProActive’s support consultants. It’s really a perfect support desk.”