Prisma saves 32 hours a week with digital invoice processing

Prisma is a facility for people with disabilities where the majority of the work involves caring for residents. In addition, they provide treatment, day nursing, and daytime activities. These daytime activities are so important for maintaining a rhythm and routine in the daily lives of clients with autism, for example. They always participate with such dedication, and it’s wonderful to see.

Unfortunately, this field often has a downside: complex administrative processes that make it difficult for care staff to do their jobs to the best of their ability. Elari is happy to contribute precisely to the undivided attention that care staff want to give.

Did you know that Prisma also uses Elari Cards? Read more in this success story.

Why Elari: fast, phased implementation

At Prisma, there was no need to think long and hard about whether an alternative to the invoice processing system was needed. It simply had to be better, and fast. The decision to choose Elari was made quickly, mainly because of the ability to roll out automation in phases. In addition, there was immediate interest in the option to automate the entire Purchase to Pay process. The seamless integration between Elari and the Visma AccountView financial software was also a nice bonus.

“Describing Elari in a single sentence is complicated. There are so many options! It’s extremely user-friendly.”

André Koolwijk, Former Financial Administration Team Leader at Prisma

From paper to digital invoice processing

Prisma is always looking for ways to continue optimizing its processes. That’s why they first digitized the invoice processing workflow using text recognition and matching.

Automatic text recognition

Elari’s central scan server handles the recognition of invoice data. It generates a posting proposal that you simply need to review, saving you from having to perform manual tasks.

3-way matching

In addition, digital invoice processing allows you to match purchase orders to invoices. After all, you always want the assurance that everything is correct. You can even use 3-way matching: comparing the purchase order, the recorded delivery, and the invoice. This allows invoices to be processed fully automatically.

From digital invoice processing to XML invoices

With text recognition, there’s always a risk that the amount, in particular, won’t be captured correctly. For example, a capital O might be read as a zero, or the amount might be recorded excluding VAT. The chance that you’ll then transfer the wrong amount is still higher than you’d like. Correcting these kinds of errors takes a lot of time and money.

This was a major reason for Prisma to further optimize its digital invoice processing workflow. By using XML invoices, you no longer run the risk of entering an incorrect amount. The system knows exactly where to look. This saves you processing time and costs, as well as the time and costs involved in correcting errors.

XML: an investment of time that pays off

1. The process becomes more straightforward and less prone to errors by using XML invoices.
2. You’ll save a lot of time in your digital invoice processing workflow.
3. The quality of postings improves.

“By working with XML, you eliminate arbitrariness and interpretation from your process, making it less prone to errors. The process is simply fixed, allowing expenses to be easily posted,” says André.

The system is flexible enough to easily change employee roles and cost centers. One change is all it takes, instead of having to adjust everything manually. That really saves a tremendous amount of time.

“By using digital invoice processing, we save 32 hours per week. That’s time that can be reinvested in care.”

André Koolwijk, Former Financial Administration Team Leader at Prisma

By working with XML invoices:

• healthcare workers make fewer changes themselves;
• healthcare workers perform fewer manual tasks;
• Prisma processes invoices much faster than before;
• Prisma saves time, money, and frustration.

The biggest benefit: reduced processing time

Prisma noticed that in the first week of the month, a large number of invoices from the previous month would always come in. In the past, there were sometimes as many as 800. Because invoice processing time has now been reduced so significantly, the number is consistently fewer than 400. These days, the administrative backlog is no more than two days. Not only does this make for a pleasant and organized workflow, but it also helps save costs.

“If something goes wrong, you can always find out in Elari where, when, and why it went wrong. Even who was involved,” says André.

Thanks to reduced processing time, it’s easier to meet supplier payment deadlines. This saves you both time and money, because you don’t have to deal with all the phone calls, notifications, and reminders you used to receive. They simply don’t happen anymore. You don’t have to put extra effort into maintaining your relationships, because things run smoothly on their own. So there are plenty of reasons to start optimizing your digital invoice processing workflow.

Never stop improving: ZorgMail

“Although we prefer to work with XML, we still receive many PDFs and invoices by mail. Since we also work extensively with general practitioners and pharmacies, the new integration with ZorgMail could be a great addition here. This way, we can still handle personal data correctly and securely,” says André.