Centraal Museum is located in Utrecht. The museum was founded in 1838 and is the oldest municipal museum in the Netherlands. Centraal Museum has an extensive collection of old and modern art, as well as fashion, city history, and design. The Dick Bruna House and the Rietveld Schröder House are also part of Centraal Museum.
Although Centraal Museum has many traditional items in its collection, its work processes are less focused on tradition. This is because the traditional method of distributing invoices took too much time.
Processing invoices faster
To speed up the flow of invoices within the organization, Centraal Museum decided in 2012 to professionalize its invoice processing with Elari Invoice Processing. Distributing paper invoices to budget holders was a cumbersome process: invoices received by mail were sorted by the reception desk and placed in the accounts payable mailbox. They, in turn, distributed the invoices to the budget holders for approval. Because an invoice often had to pass through multiple budget holders for approval, this process took a great deal of time.
“The system is logically structured. As a result, user acceptance is very high.”
Klaas den Boer, Controller at Centraal Museum
Coding invoices for maintenance costs
Thanks to Elari, the invoice processing workflow at Centraal Museum has been fully digitized. Using scanning and recognition technologies, the posting and coding data from an invoice are automatically captured. Elari also enables Centraal Museum to code invoices as maintenance costs. Centraal Museum has linked the reports in Elari to its maintenance schedule, providing a comprehensive overview of incurred and expected costs.
After coding, the invoice is circulated digitally throughout the organization. Budget holders receive an email notification that an invoice is ready for review. On average, invoices are reviewed within one week of receipt and are ready for payment in the financial system.
User-friendly system
Klaas den Boer, Controller, shares his experience with Elari: “Elari is a very user-friendly system for automating the invoicing process. User acceptance is very high. That’s because the system is logically structured; Elari is easy to use without much explanation.”
Curious about what Elari can do for your organization?
Wondering if Elari Invoice Processing can also help your organization reduce invoice turnaround time? We’d be happy to demonstrate Elari’s capabilities live during an online demo. Learn more on the Invoice Processing page. We look forward to hearing from you.
