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We spoke to him about the challenges faced by an SME in a market dominated by large multinationals, and about how Elvy has radically transformed the financial processes at De Jong Intra Vakanties.** ### The situation before Elvy For many years, De Jong Intra Vakanties processed invoices using an in-house system set up by an IT staff member who has since retired. Alongside this system, the company used TISS, an application for cost price calculations and margin determination, which also included a basic matching function. Despite this, the vast majority of invoices were entered manually, printed out and stored in folders in physical filing cabinets. Retrieving invoices regularly took a great deal of time, particularly during busy periods. In July and August alone, around 15,000 invoices are received. These are precisely the months when staffing levels are lower due to holidays. The pressure on the administration department was therefore enormous, and the process was heavily dependent on individual staff members and seasonal patterns. ### Choosing Elvy The partnership with Elvy came about through their AccountView partner, with whom De Jong Intra Vakanties has been working for over twenty years. Finance Manager Ferry van Eeden: “On LinkedIn, you’re bombarded with messages from people wanting to pitch their services. We didn’t engage in discussions with anyone. We had such confidence in our partner and their expertise. We were looking for something that integrated well with AccountView, and Elvy was a perfect fit. After the first meeting, we already had a good feeling about moving forward with them straight away.” ### A complex implementation in two phases The implementation of Elvy at De Jong Intra Vakanties was no simple task. Due to the size of the organisation, the existing systems and the required integrations, the project was split into two phases: first, invoice processing for all general expenses, which amounted to 6,000 invoices per year. We then tackled the integration with TISS for the automated matching of invoices, the automatic creation of NTOF entries (Invoices Still to Be Received) and cost price integration. It soon became clear that structure and coordination were essential. Elvy organised weekly sessions with the project team. To effectively monitor progress before the go-live and follow-up after the go-live, we used a weekly Excel spreadsheet. This spreadsheet served as a comprehensive overview of all action points and was categorised by priority: high and low. Project tickets were used to detail these action points for the various teams within De Jong Intra and Elvy. This made it clear who was responsible for what and what actions were required to resolve the items in the Excel spreadsheet. The initial focus was on the high-priority items, so that the integration could be rolled out into production in a responsible manner. The use of project tickets created greater structure, clarity and a better overview within the project. A particular complicating factor was the death of the owner of the TISS application during the project. He was the sole repository of all technical knowledge regarding the system. This caused a temporary standstill and required creative solutions from all parties involved: the booking system, TISS, the IT department at De Jong Intra Vakanties, AccountView and Elvy. ### The results The digitisation project with Elvy has radically transformed the financial process at De Jong Intra Vakanties. The most tangible benefit lies in the level of automation: 65 per cent of all 70,000 incoming invoices are now processed fully automatically. Invoices that fall within the specified limits are no longer reviewed manually. This is also evident during the accountant’s year-end audit. Whereas retrieving invoices used to be a labour-intensive process, they are now immediately available digitally. As a result, the audit process has been shortened by several days. Furthermore, the invoice verification team has been reduced from four to three FTEs. And thanks to Elvy’s scalable processing capacity, it no longer matters whether 10,000 or 20,000 invoices are received in a month. The process continues uninterrupted, even during the busiest summer months. ### Post-go-live collaboration and vision for the future In addition to the implementation, the ongoing collaboration following go-live has also been professionally organised. A supplementary SLA has been drawn up under which Elvy provides first-class support. In addition, consultancy visits take place four times a year, during which the latest developments and changes in Elvy are immediately incorporated into the integration at De Jong Intra Vakanties. This safeguards the long-term quality of the process and ensures that De Jong Intra Vakanties always makes the most of the latest features within the software. The ambitions for the future are clear. Ferry van Eeden wants to bring even greater focus to the invoice verification team. He also sees plenty of potential in the further development of AI within Elvy: “Given everything that’s happening in the world of AI at the moment, I’m convinced that we can still make significant strides with Elvy.” The foundations have been laid: with automated invoice processing, TISS integration, NTOF bookings and liability reporting, there is a solid starting point for the next step. **What has De Jong Intra Vakanties achieved with Elvy?** - 📄 ~70,000 invoices processed annually via Elvy (64,000 trade invoices + 6,000 expense invoices), from over 3,000 different suppliers - 🤖 65% automated processing — invoices within the specified margins are no longer reviewed manually - 👥 Reduced from 4 to 3 FTEs for invoice processing, with the aim of further reducing this to 2 FTEs - ⏱️ The accountant’s year-end audit has been shortened by several days thanks to instantly searchable digital invoices - 📦 Bulk invoice processing via Elvision; invoices from multiple suppliers are automatically imported, with scope for future expansion - 📊 Invoices-to-be-received (NTOF) entries based on TISS and cost price calculations have been automated - 🔗 Liabilities reporting integrated into the process - 🔄 Season-independent operation: processing capacity is no longer dependent on the accounting season