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Pieter Duin, head of administration, would then circulate these once a week for approval. There was no clear overview, and invoices would occasionally go missing. In 2010, De Krim began looking for a suitable digitisation solution. The first package they looked at at De Krim was far too expensive and cumbersome. ‘We carried on searching and ended up with Elvy,’ says Pieter. ‘Our regular software supplier, Advisie Business Solutions, wasn’t yet supplying Elvy at the time, but they soon shared our enthusiasm. They, too, were surprised by the possibilities: a single package that allows you to scan all invoices, enter them into the system and – thanks to the link with the accounting software – record them. What’s more, communication with Elvy was very pleasant right from the start. A positive rapport developed from day one: our requirements were addressed promptly. Soon after, Advisie and Elvy became partners.’ **Open to suggestions** The physical distance between Westland and the Wadden Island wasn’t a problem during implementation: everything could be sent and configured remotely. Pieter: ‘We only rang the helpdesk a few times after that, but not so much because there was a problem: it’s a very stable system. We only rang when we wanted new features. For example, we wanted the invoice amount to be displayed directly on the home screen. The team at Elvy thought that was a useful change and implemented it very quickly.’ **Higher quality** At the end of 2010, De Krim began a trial run with Elvy and made the full switch at the start of 2011. Pieter: ‘Elvy is very practical and really geared towards real-world use. It did take a bit of effort at first, but entering and approving invoices in Elvy results in a higher quality of administration. We no longer have any lost invoices, and you can track every invoice precisely. If a question about an invoice comes up later, we no longer have to search through the archives. And as long as an invoice hasn’t been approved, it can’t be paid. The integration with Exact Globe ensures that.’ **Faster and better** A major advantage for De Krim is the online approval feature: ‘Some branches are 10 or even 20 kilometres away, and I no longer have to travel there with my folders. We receive around 7,000 invoices a year, and this year we’ve already had 8,500. So there’s a clear upward trend in the number of invoices, and this software makes it easy to process them. It’s therefore faster and more efficient. And because an invoice is registered immediately upon receipt and the expense items are entered directly into the accounts, faster reporting is possible. I no longer have to wait until I’ve got all the folders back, which has allowed me to bring forward the monthly reporting by a week.’ **A programme that’s easy to learn** Working with Elvy was naturally a bit of an adjustment for the office staff at De Krim at first, but they too quickly saw the benefits. Pieter: ‘Take the recognition feature, for example: the moment you place the invoice under the scanner, Exact Globe automatically recognises the company and the bank account number. If the bank account number is incorrect, you’ll receive a notification. You’re then given the option to approve it or correct it; that’s very handy, especially given the switch to IBAN. So you can actually teach the programme to recognise an invoice. Sometimes you receive the same invoice twice: by post and by email. If you then scan it, you’ll immediately receive a notification that the invoice is already in the system. That, too, improves the quality of the administration.’ **Financial benefit** Pieter is very satisfied with the value for money. ‘I’d give it a solid 8.5 out of 10. It’s a good product at a reasonable price, considerably cheaper than the competition. The financial benefit is difficult to quantify. Ultimately, it works faster and more efficiently, and you have better control options, which means fewer errors can creep into your accounts. As your business grows, you can handle more invoices per employee. And they no longer have to spend time searching for and checking them. So, ultimately, it certainly delivers a financial benefit as well.’