The Centraal Museum was founded in 1838 in Utrecht. It’s the oldest municipal museum within the Netherlands. They have an extensive collection of antique and modern art, but also fashion, contemporary art and design. The Dick Bruna Huis and Rietveld Schröderhuis are a part of the Centraal Museum.
Speeding up the invoice flow
In 2012, the Centraal Museum chose to professionalize the invoice proces with ProActive Invoice Processing. This speeds up the invoice flow within the organization. Spreading paper invoices to different financial controllers was an exhaustive procedure.
The receptionist gathered the invoices and placed them in the accounts payable department’s mail partition. Then they gave the invoices to the responsible financial controllers for authorization. Because there are several financial controllers who need to authorize one invoice, this was a long procedure.
Coding invoices on costs of maintenance
ProActive fully digitalized the invoice processing at the Centraal Museum. Through scan- and recognition techniques, booking and coding data are transferred from the invoices.
In addition to that, ProActive offers the Centraal Museum the possibility to code invoices on the costs of maintenance. The Centraal Museum has linked the rapports in ProActive to their Maintenance planning, which offers a statement of actual and expected costs.
After coding, the invoice makes a digital round through the organization. Financial controllers get a mail notification saying there is an invoice that needs authorization. On average, invoices are authorized and ready for payment within a week after receival.
According to Klaas den Boer, Controller, “ProActive is a highly user-friendly system to automatize the invoice processing. It also has a good user acceptance, due to the logical system. ProActive can be used with little explanation.”