Invoice Processing

An unnecessary amount of time is spent on the processing of purchase invoices. The manual working method in itself costs too much time. Often, invoices also remain on the desk for a long time for those who have to give fiat. Sometimes they even disappear from there.

By digitising the process, you tackle all these problems in one fell swoop. After digital receipt, or scan of a paper invoice, the Spend Cloud records every step so that you can follow the audit trail at any time.

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Invoice processing can be a time-consuming job. The challenge is to get fiat in as short a time as possible from everyone on the procuration schedule. And in the right order too.

Impact:
Our Spend Cloud digitises invoice processing and automates the authorisation process. This minimises the manual actions, maximises the overview and drastically reduces the turnaround time.

Approach:
It always starts with looking at your current working method. How do you receive your invoices, on paper or digitally? How does the internal distribution work? And how is the procuration arranged?

What are short-term objectives and where do you want to head in the long term? If this is clear, we can switch to making a joint plan and start the implementation.

Eden Hotels suffered from overly long lead times with 20 hotels and 45,000 incoming invoices on an annual basis. There were too many errors, so also a lot of corrections. And all because the processing of the document flow was not organised efficiently. By digitising the entire process from purchase to payment, they wanted to save on time and costs. After an extensive package selection process, ProActive proved to be the best fit to the requirements and wishes.

Easily traceable invoices

The first step towards a fully digitalized purchase to pay procedure is digitizing the invoices. Five hotels started with a 6-week trial of ProActive Invoice Processing. The employees immediately appreciated this new mode of operation, because the first advantages quickly became apparent. Invoices do not get lost anymore, there are less errors during the write off, and due to the automated workflow the invoices make a quick round through the organization. What saved the biggest deal of time is less backtracking and processing invoices.
To make the process even more efficient, Eden Hotels has made a deal with 15 suppliers who are responsible for 90 percent of the invoices. They send their invoices digitally, which results in an even shorter turnaround time of invoices.

Matching invoices to purchase orders

After implementing the Invoice Processing module through the entire organization, Eden Hotels took the next step: to streamline the procurement procedure with ProActive Procurement. The good thing about ProActive is that both procedures, Invoice Processing and Procurement, are in sync. The system automatically detects invoices and links them to an approved purchase order and its delivery. Then, these are automatically written off to Payment.
At first employees had to look into archives to verify purchase orders and invoices. Now, using ProActive, this is an automated proces. This saves a great deal of time.

Collaborating like partners
“Thanks to ProActive the procedure is more secure, everything is documented digitally,” said Joost Peeperkorn, financial director. “We are also very satisfied with ProActive’s service. Current cases are dealt with fast and accurate. ProActive lives up to their name!”