Payment convenience for teachers, principals, and Finance at OOZ

OOZ (Stichting Openbaar Onderwijs Zwolle en Regio) is an educational organization in the eastern Netherlands, with approximately forty schools in primary, secondary, and special education. School sizes range from 50 to 1,500 students, with some operating under a decentralized administrative structure.

Senior Financial Officer Marc Offenberg: “This is quite a complex situation. That’s why it’s nice to have a single system that just works, without too much hassle for the schools. Much better than a bunch of separate packages.” It’s no coincidence that OOZ started using Elari for employee expenses and invoice processing.

Saying goodbye to separate bank accounts

“When I joined the organization in 2022, we had just merged with a large school,” Marc recalls. “That school had eight locations, each managing its own bank accounts, with their own debit cards and their own procedures. By implementing the smart debit cards, we were ultimately able to eliminate about ten bank accounts. A transition like that to a new system and way of working takes some getting used to, but by now, working with Elari has become second nature.”

New workflow with smart payment cards

When setting up the new workflow, OOZ opted for various approaches, ranging from cashless payments to purchasing on account.

Promoting cashless payments with cards

Marc: “Unfortunately, we’re not able to operate completely cashless at every location. At some schools, handling money is even part of the curriculum. Think also of cash used in cafeterias. Apart from these exceptions, we strongly encourage the use of debit cards, for example, for grocery shopping. Elari offers options to combine cash with smart debit cards. All expenses are tracked in a single system.”

Encouraging purchases on account

“In addition, we’re encouraging purchases on account,” Marc continues. “We especially want to receive large purchases through Elari’s invoice processing software. This way, we make good use of the purchasing authority we’ve set up for that purpose.”

“With more than 2,000 colleagues, it’s neither feasible nor necessary for us to provide everyone with a payment card,” Marc explains. “Especially for small locations, one or two cards are often enough, precisely because we encourage purchases on account.”

“At larger locations, there are slightly more cards in circulation, which are distributed to subject departments. The schools decide for themselves whether the cards are collected and returned to the decentralized administration or whether they remain with the subject departments. Schools have the freedom to determine this policy themselves. This allows us to maintain a balance among schools, providing them with freedom within our risk frameworks. We conduct internal audits on a regular basis.”

Cards are ideal for small, occasional expenses

Marc: “We have agreements regarding daily limits, and schools can request higher limits themselves when they deem it necessary. Think, for example, of periods with many field trips. The cards are then also used abroad. If you need to pay on the spot and can’t pay by invoice, it’s ideal to be able to use the debit card.”

Online payments at e-commerce sites and with credit card functionality

“Ordering from online stores using iDEAL via the smart debit cards also works well,” says Marc. “For example, when ordering teaching materials through bol.com. Online payments are also made, such as when ordering tickets. That’s where the credit card functionality of Elari Cards comes in handy.”

Various benefits: letting go, fewer bank accounts, a simpler expense reporting process

“We’ve been working with Elari for several years now,” says Marc. “As a result, we’ve been able to close dozens of bank accounts. We now operate centrally, which is much more convenient. In addition, employees are pleased with how the expense reporting process has been simplified. They noticed this right away and find it very convenient. All they have to do is submit a receipt for reimbursement. Take a photo or a scan, and it’s done. The coding often happens automatically. We now see far fewer expense reports in our payroll system, and employees no longer have to wait for advances to be reimbursed.”

“By highlighting these kinds of benefits, you get the organization on board with the change you’re implementing,” Marc advises. “Then you can confidently say goodbye to your old system and the associated bank accounts and cards. At schools that have been working with Elari for some time, these benefits have become very clear. For newer schools, changes such as requesting an additional card are easily arranged.”

“Staff members are pleased with how the expense reporting process has been simplified. They no longer have to wait for advances to be reimbursed.”

Marc Offenberg, Senior Financial Officer at OOZ

Savings in time, energy, manual work, and hassle

Marc: “Now that we can close various bank accounts, you realize just how much work that actually took. Like the amount of time and energy spent dealing with banks to implement changes. Suppose you need four new cards. We now request them in Elari, and they’re ready, linked, and ready to use within a few days. That’s a lot simpler than applying for cards at a bank. Those processes are much slower. Fortunately, we no longer have to deal with that.”

The numbers just roll in on their own

Marc: “With the push of a button, expenses are posted to the books at the end of the month. That allows us in Finance to move forward with providing the correct information. Everyone now knows exactly what to submit and when, so we have a complete picture. We have a set rhythm, which creates clarity. That process runs very smoothly. The numbers practically roll out on their own, so to speak, and the schools can get to work with them. We now meet our deadlines with ease.”

Pleasant interaction with the Elari Support Department

“Compared to banks, for example, the Elari Support Department is exceptionally accessible,” says Marc. “That’s a world of difference. In Elari’s Knowledge base, we can post our requests and questions. If something isn’t working, we can contact the support department via chat, email, or phone, and they’re always happy to help. The interaction is less formal and more approachable than, say, at banks. I find this aspect very user-friendly as well.”

Overview in a single system

“Everything is in one system,” says Marc. “That’s the beauty of combining the smart debit cards with Elari’s invoice processing software. At some schools, a significant amount of money flows through Elari. It’s also very helpful to have that information for even small expenses. Ultimately, even those small expenses add up to a substantial amount. Now we have a clear overview of everything. For employees, it feels like they’re ‘just’ out and about with a debit card, but behind the scenes, it works much better. This makes the process much more user-friendly for Finance than it used to be.”

Curious about what Elari can do for your school?

Discover Elari Expense: a combination of smart debit cards and expense reporting software. Just like with OOZ, this integrates seamlessly with Elari Purchase to Pay: procurement, invoice processing, and contract management software. Curious about what it’s like to manage all expense flows in a single system? Request a no-obligation online demo and let’s talk.