“If only we’d had Elari sooner,” is Xpect013’s conclusion in hindsight. When Xpect013 was still using the services of an accounting firm, it could take 2 to 3 weeks for invoices to be processed. Reports weren’t up to date because the data was stored off-site. In short: there was plenty of room for improvement.
Xpect013: digital invoice processing
Xpect013 is a foundation with 46 elementary schools and childcare centers in Tilburg. They had always relied on the services of an accounting firm for their bookkeeping. Partly because reports were never up to date with the data stored off-site, it was time for a change. That’s why Xpect013 decided to take control of its own bookkeeping.
“Back when we were working with the accounting firm, we sent everything to them by mail,” explains Angela Hopmans, who was then a finance policy officer and is now a finance advisor to the executive board. “Invoices, as well as cash register records from all locations, were mailed to the accounting firm. They would then enter the data manually there. Toward the end, they did switch to importing Excel files. In total, the process took about 2.5 weeks.”
Requirements for the desired invoice processing software
“2.5 weeks is really too long. Because of this, we didn’t have up-to-date reports, so we decided it was time to start handling the accounting ourselves. Since this had been outsourced for so long, a tool was definitely needed.” Together with the implementation manager, Xpect013 established three requirements:
- User-friendly, fast software.
- Integration with the AFAS accounting software.
- A quick turnaround time.
“Through fellow organizations, we were given a number of names of providers. Three of them came by to demonstrate their software. Elari stood out because it also allows us to manage our cash and bank accounts, in addition to digital invoice processing. That was really the deciding factor for us.”
“We felt right at home using Elari from day one.”
Angela Hopmans, Former Finance Policy Officer at Xpect013
If only we’d had that invoice processing software sooner!
“The implementation went very smoothly. We were comfortable using Elari from day one. We really felt like: if only we’d had this sooner! Especially the digital archive. Before, employees still had to go to the archive room and try to find the paper invoices there. Elari saves us an enormous amount of time in this area alone.”
A pleasant work experience for administrative staff
“The rollout of Elari also went smoothly across our 45+ locations. We’ve received nothing but positive feedback from the field. The administrative staff at our schools find Elari clear and, as a result, a pleasure to work with.”
“They scan the invoices, after which the invoice follows the workflow. This means that the invoice sometimes comes back to the administrative staff member for coding. After that, the invoice is sent to the principal for approval, and then returns to the central location for a final review. Processing in AFAS begins after that.”
“This entire invoice processing cycle takes only a few days, even with all the approvals. Thanks to Elari, we have immediate insight into our expenses and our financial status. At all times.”
Managing cash and bank accounts
It’s not just Elari’s invoice processing software that’s a godsend for Xpect013. It’s precisely the combination with smart cash management software that works so well. How does that work? Elari combines employee debit cards with smart cash management software. Whereas expenses from expense reports are only visible afterward, payments made with Cash & Card are processed immediately in the digital overview. You also have access to various analyses and reports. This means real-time insight into and control over all expenses.
Curious about what Elari can do for your organization?
Wondering if Elari Invoice Processing can also help your organization? We’d be happy to demonstrate the power of Elari live during an online demo. Download the factsheet to learn about all the benefits of this module.
