ASVZ, one of the largest healthcare organizations in the Netherlands, supports more than 6,500 people with intellectual disabilities at approximately 500 locations. To modernize its financial processes and reduce the administrative burden, the organization has opted for a complete transition to a cashless system using Elari Cards. This transition demonstrates how Elari Cards bring convenience, trust, and efficiency to daily healthcare practice: less administrative burden, greater clarity, ease of use, and, most importantly, more time for the client.
Time-consuming administration with cash
Previously, ASVZ teams used cash for daily expenses such as groceries or outings with clients. This created a significant administrative burden. “We used to have cash on hand, and when you came back from grocery shopping, you had to count it,” explains Silvia Stout, a caregiver at the “de Kjoep” day program. Staff often had to pay for online purchases out of their own pockets and then submit expense claims, which was both time-consuming and prone to errors.
For the finance department, it was a challenge to keep track of all those small cash flows in an organization of this size. The call for a more efficient and secure system grew louder and louder.
Care for Cash project
The successful implementation of Elari Cards was achieved in close collaboration with Care for Cash. This project was more than just introducing new payment cards: it involved a cultural shift in how care teams handle money. Project leader John van Rumpt played a key role in this. He oversaw the setup of the database (25%) and the establishment of clear procedures (25%), but above all, he devoted 50% of his efforts to migrating all employees to the new cards and digital card ledgers. That personal guidance and attention to the front lines were crucial to the success of the rollout.
One smart card for all expenses
With their own Elari Card, employees can now pay securely and easily: in stores, online, and at the on-site cashless cafeteria. The greatest convenience lies in the immediate processing: after making a payment, employees instantly take a photo of the receipt using the Elari app. “You take a photo of the receipt. It’s super simple, and in principle, there’s no longer any need to keep them,” says Silvia.
The traditional cash book, loose receipts, and paper expense forms are now a thing of the past. Every expense is automatically linked to the accounting system: clear, organized, and in real time.
More time, trust, and control
The switch to Elari has benefited ASVZ in several ways. Most notably in terms of time: caregivers can once again focus entirely on their clients, without being distracted by administrative tasks or counting cash.
Trust and autonomy within teams have also grown. “Everyone has their own card, so it’s super easy and that builds trust,” says Silvia. Employees no longer have to advance money, and financial processing is transparent and efficient.
Marcel Lankhaar, Manager of Finance & Control, is equally enthusiastic: “The digital approach reduces the risk of fraud and provides us, as an organization, with a watertight financial overview.” But what really makes the difference for him is the enthusiasm from the teams: “Very often with new systems, the attitude is, ‘we have to work with it.’ But in this case, people often said, ‘we get to work with it.’ That’s a great compliment.” Thanks to the successful pilot, other teams were quick to ask, “Hey, when’s our turn?”
“The digital approach reduces the risk of fraud and provides us, as an organization, with a watertight financial overview.”
Marcel Lankhaar, Manager Finance & Control at ASVZ
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