SPON prevents unwanted contract renewals with Elari

Because society is incredibly dynamic these days, it’s important to keep up with the times, even as an educational organization. How does SPON set up flexible and future-proof expense management processes as a decentralized organization with more than 450 employees spread across 11 locations? Among other things, they use Elari for invoice processing, contract management, and managing employee expenses. Discover the benefits SPON has experienced in this success story about contract management.

Read in this success story how SPON successfully uses smart payment cards for employees.

What does SPON (Specialists in Special Education) do?

SPON (Specialists in Special Education) uses a variety of educational methods to teach children that they belong and to build their self-confidence. They prepare students to play an active role in society through small-group instruction, individualized attention, and an optimal learning environment tailored to the students’ educational and developmental needs. An admirable mission supported by more than 450 employees. What expense management processes are involved?

In the past: contract overviews in spreadsheets

Controller Nico Commissaris explains: “In the past, SPON used locally stored spreadsheets to maintain an overview of contracts.” He carries out various assignments for SPON, where Elari Invoice Processing has been used successfully for some time now.

Nico noticed several frustrations with the contract management process at the time:

1. A lot of manual work.
2. An error-prone process.
3. Lack of control and overview.
4. Lack of data security.
5. Uncertainty about whether the spreadsheet had been updated in a timely manner.
6. Not everyone had access to the spreadsheet, and the file was difficult to locate.
7. Uncertainty about who was responsible for managing it.

“When SPON started using smart payment cards in addition to invoice processing, I immediately suggested implementing contract management as well,” Nico continues. “The response was immediately positive. SPON was very enthusiastic about Elari’s capabilities.”

Today: centralized contract management with Elari

Controller Nico explains: “SPON is very pleased with Elari. We’re now building a centralized database there that contains all contracts. Within it, we’re setting up school groups so that everyone has access to the correct documentation, but only what applies to them. That way, employees don’t have to spend endless time searching. This greatly simplifies the contract management process and provides a clear overview.”

“Elari greatly simplifies the contract management process and provides a clear overview.”

Nico Commissaris, Controller at SPON

Future: SPON continues to innovate proactively

Nico explains: “I’ll continue to proactively seek out more integration opportunities both within and outside of Elari. For example, the transition to the Visma.net Financials accounting software. In addition, I also want to further professionalize the integration between invoice processing and contract management. For example: 2-way matching, XML, and PEPPOL.”

Of course, the switch to Visma.net Financials isn’t something that happens overnight. Account Manager Edwin explains: “Cloud-based software is inherently quite intuitive, and that certainly applies to Visma’s software as well. You can see that the underlying philosophy is similar across every system. For instance, Visma’s software efficiently helps reduce administrative burdens through automation.”

What benefits does SPON derive from Elari?

Advanced invoice and contract matching

One of the tangible benefits Elari offers is advanced invoice matching. Elari automatically runs through various scenarios and offers the best suggestion for coding an invoice based on, for example, an associated contract. SPON is considering implementing this in the future. With 6,000 invoices per year, that will have a significant impact.

Automatic notifications help prevent unwanted contract renewals

“In the past, contracts we’d signed would sometimes be forgotten once they were entered into a spreadsheet,” says Nico. “Excel doesn’t notify you when a contract is due for renewal or termination. Then you run the risk of being stuck with contracts for a long time that you’re no longer actually using.”

“Excel doesn’t notify you when a contract is due for renewal or termination. Fortunately, Elari does.”

Nico Commissaris, Controller at SPON

Nico concludes: “One of the biggest advantages of Elari Contract Management is therefore its automatic notifications. This ensures SPON is always on top of things in a timely manner, and we avoid unwanted contract renewals. You only need to prevent one unwanted renewal to recoup the investment. In short: thanks to Elari Contract Management, we can operate more professionally with our suppliers and procurement partners.”

Bonus: transition to centralized contract management

“In addition, we’ve gained a much better overview thanks to the transition from decentralized spreadsheets to centralized management. This makes it immediately clear which contracts might be missing a date. This gives us an immediate list of action items and areas for improvement,” Nico concludes. “The implementation of Elari alone is already helping us improve the substance of our contracts.”

Collaboration with Elari Partner Groenendijk

Thanks to Elari’s support and the service provided by Elari Partner Groenendijk, SPON can respond immediately to changes in the education sector. Groenendijk explains: “The software can be configured to perfectly align with our clients’ needs.” By providing SPON with real-time insight into organizational expenses, budgets can be managed in a timely manner. It also helps that the software is continuously improved with innovative technologies, such as AI.

Why does Groenendijk recommend Visma software, such as Elari?

Groenendijk notes: “Visma provides modern software designed to streamline processes and better support customers. It offers clear, well-organized solutions so that schools can focus on what really matters: quality education. Visma offers a comprehensive solution for educational institutions.” Elari is, of course, part of that.

“Because Elari is designed to be integrated and uniform, it’s a very accessible product. Thanks to that accessibility, the software is ideally suited to support and improve spending processes.”

Nico Commissaris, Controller at SPON

What can Elari offer your educational organization?

Discover Elari Purchase to Pay and Elari Expense. By consolidating all spending processes into a single environment, you’ll gain true insight into your organization’s spending. From procurement, invoice processing, and contract management to expense reporting and smart payment cards for employees: Elari is the solution. Are you ready to gain a clear overview and take control of your spending?