Land van Horne handles all approvals in Purchase to Pay, and it works perfectly

Elari helps Land van Horne remain mobile and flexible. With fully cloud-based software, that’s no problem. Thanks in particular to the extensive options for optimizing procurement and support from partner Intrakoop, Land van Horne has been able to achieve significant savings.

Purchase to Pay with Elari

Jorg has been with Land van Horne since 2014 and was also involved in the implementation of Elari in 2016. He remembers well how things used to work before that. “The digital procurement process was cobbled together, and we couldn’t link it to invoices. It was like going back twenty years in time, because at my previous employer, this was already fully automated. I also missed automatic notifications for when contracts were about to expire. In short: it was time to find a suitable solution. With Intrakoop’s expertise, we then conducted a selection process, which ultimately led us to choose Elari’s Purchase to Pay solution. We’re still very satisfied with it.”

As with many of our customers, the digital archive really stands out. “Thanks to the integration of the entire digital Purchase to Pay process, you no longer have to call the administrative department to search through all kinds of files. That saves a lot of time and hassle in finding the right documents.” Fortunately, Elari can do much more.

“It just fits perfectly with how we work in the healthcare sector. The entire procurement process is integrated, and Elari handles the entire Purchase to Pay process flawlessly. You can find anything, anywhere, at any time, and that just works really well.”

Jorg Eurlings, Buyer at Land van Horne

It’s also nice that Elari provides clarity. “When you place an order through Elari, you can be sure it’s been approved and is clear before you send it to a supplier. This prevents miscommunication that can occur with a phone order, for example. Of course, you don’t want a painter to assume that the non-sunny side of a building needs to be painted as well, when you’d rather spend that money elsewhere. Once the invoice has already been received, there’s no turning back. That risk is much smaller with Elari.”

The biggest advantage of working with Elari

One of the most important things for Land van Horne is user-friendliness for healthcare workers. Fortunately, Elari excels in this area. “Elari has a simple, intuitive look and feel. Since we unfortunately have high staff turnover in healthcare, it’s important that employees can get the hang of it right away. That’s definitely the case. The Elari app is also ideal if you want to quickly approve invoices, but it can also be handy for reviewing orders and receipts.”

A digital procurement process with OCI integrations

Land van Horne has continued to optimize its procurement process by implementing web store integrations. “The downside is that you end up with a lot of order lines, but in many cases, the benefits definitely outweigh that. The ultimate goal is to be able to link orders to invoices, and an OCI integration is very helpful for that. It takes just one extra click to load the order from the online store into Elari, and that’s ideal.”

Digital invoice processing with 3-way matching

Another advantage of Purchase to Pay with Elari is that Land van Horne uses 3-way matching. This makes it possible to process invoices fully automatically (touchless). The healthcare organization likes to use 3-way matching, and it’s very convenient that Elari is flexible in this regard. “A 2-way match works well for the process of ordering a bouquet of flowers. Since they’re delivered to a home address, you simply don’t always have a record of the delivery. In that case, a 3-way match isn’t possible, but Elari can still link an order to an invoice. Elari’s invoice processing works absolutely great.”

Optimizing the ordering process and contract management

Of course, there’s always room for improvement. “The ordering process runs smoothly, and we’re satisfied with the service. We receive few complaints from people who actually work in healthcare. However, there’s still some room to optimize the workflow for support services. It’s great that we can also brainstorm with Intrakoop about these optimizations.”

Once Elari was up and running at all locations, Land van Horne worked with Intrakoop to identify the next small steps to improve the process and the system setup. “We worked this out with Intrakoop in a number of improvement plans. These plans focus on satisfied purchasers and on matching contracts to invoices. Recently, we’ve taken the initiative ourselves to refine the procurement policy and ensure that contracts are properly structured. There is now better alignment and clarity regarding the roles of procurement, contract owners, and suppliers. With this, we aim to make optimal use of the capabilities of the contract module.”

How much has Elari delivered for Land van Horne?

Jorg’s role at Land van Horne speaks volumes. This healthcare organization can continue to operate with just two FTEs in procurement: Jorg and the assistant buyer. In addition, they can use Elari, among other tools, to manage bids based on analyses and advice from Intrakoop.

“High-quality service is our top priority, but we also like to focus on cost savings. Preferably significant savings, but a savings of 2,000 euros on preferred suppliers is, of course, a nice bonus. Of course, an optimized procurement process pays for itself, but that’s not the main goal. The process simply needs to run smoothly and be transparent.”

Don’t forget about the time savings, either. “Elari also helps with audit compliance. We just need to download a list of who has which permissions, and all of that has already been approved by management. That saves time, too. In addition, we have much less trouble with audits, because everything is easily accessible in Elari instead of having to dig through your email inbox.”

Continuous improvement: 30% less food waste

Together with Elari Partner Intrakoop and others, Land van Horne has made its procurement process even more efficient. This optimization effort is focused on reducing food waste. You can read more about it in this Intrakoop blog (in Dutch). First, Land van Horne carefully mapped out the waste of hot meals, then identified areas for improvement and took immediate action.

Rob Gijsen, Manager of Facilities, Care, and Services at Land van Horne, explains: “This has helped us better tailor meals and portion sizes to the needs of our residents, and to centralize ordering and delivery. This takes the burden off our care staff and ensures they can focus entirely on caring for our clients. On average, we’ve managed to reduce food waste from hot meals by as much as 30% over the past three years.”