Since 2003, Claus Hotel & Event Centre was working on a plan for going digital with their invoice processing. Digital invoicing is faster and better, and time is money. Over eight years, 15 suppliers came to present their software, some multiple times, but management wanted to wait it out first.
“IT solutions that are still in the early phases often suffer from little mistakes. Management wanted these to be fixed first, before we got started,” says Lesly Harris, the head of Financial Administration. “When management changed course, I expressed our wishes more concretely:
- connection to Exact Globe
- directing the workflow ourselves
- better overall knowledge of invoice status
- and a short processing time.”
Out of all the suppliers at the time, ProActive was the only one that offered the option of directing the workflow ourselves. The one who inputs the invoices does not have to be the same person who records the invoice in the books. The client can give another person the right to do this. Seeing as ProActive was the only supplier who met all of our needs, the choice was made quickly.
“I wish we hadn’t waited”
“We were short staffed, so we put the plan back on the table. When we were ready to begin implementation, we received news from ProActive that a web service was included in the new update. With this web service, data can be exported to Exact Globe with one click. Waiting a bit longer could not do any harm, though. I thought that a new system would be a lot of work, so waiting seemed logical, but it was going to have to happen eventually. When we began with implementation, I discovered that it was actually very easy and fast. If I had known that from the start, I would not have waited.”
Lesly was the only employee who received training. This led to discussions in the workplace. “My colleagues found it disagreeable that they would have to start working without training. I promised to meet with everyone personally, as soon as they received their first ProActive e-mail. That business was sorted within a week.”
The same workflow, but faster
Now that they use ProActive, Claus still employs the same workflow: from the Procurement division to the budget holders to the general managers. Sometimes there is an employee in between who has a dual responsibility. Ultimately, the invoice finds its way back to financial administration, so that they can pay. “Now the entire process is digital. When we did this with physical documents, we ended up with a messy heap of paperwork. And with so many middlemen, you’re bound to lose an invoice.”
“Now we have a helicopter view. We have an overview of the entire process and can zero in on the details. Without ProActive, I would have gone mad. I actually could never go without this package again, but I haven’t had to. Everyone uses the overview. I get far fewer questions, which means I do not have to do as much monitoring and saves a lot of time.
The only thing that I still feel is missing from ProActive is a payment status. I still get asked whether an invoice has been paid or not.” Lesly was happy to hear that this function would be available in the near future.