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They could not – and would not – want to be without Elvy.** In 2011, Klaas Vogel joined Opti-flor as financial director. The situation he found at the time was in urgent need of digitisation: ‘Copies were made of every invoice. These were sent to the various people responsible for procurement. Particularly with multiple sites, there’s a high risk of invoices going missing: we had absolutely no idea where the invoices were. That had to change. That’s why I set about establishing a digital invoicing process with digital approval.’ **Quality and continuity** Just as Klaas began his search, Advisie organised a seminar on invoices, scanning and approval. ‘Advisie is our regular software supplier,’ explains Klaas. ‘We were already using Exact Globe for our financial administration. Elvy integrates well with Exact. Apart from that, we opted for Elvy quite quickly because it’s already used by a large number of companies. We were looking not only for quality, but also for continuity. Elvy is a well-established organisation with a reliable helpdesk. The other package we looked at was much more technical. We’re a horticultural business with hands-on managers, so the software has to be user-friendly and enjoyable to use; otherwise, it won’t work. What’s more, we didn’t want a complicated setup with a charge per scan, but a package with a maintenance contract and a fixed price. That makes things much clearer.’ **Well-aligned** At the time, Elvy’s office was still in Monster. ‘They were practically just round the corner,’ Klaas continues. ‘They came to install the software and a consultant from Advisie set up the integration with Exact. He also comes to carry out the updates. The two work well together. There was good planning and a clear division of tasks and roles; it all went very smoothly. Advisie also took care of part of setting up the approval workflows. You can do that yourself, but we didn’t have time for it at the time and we wanted to get off to a good start. With their help, we were able to get off to a good start straight away.’ **Much more efficient** Invoice processing is now much more efficient at Opti-flor: ‘We’ve doubled in size, but the work is still being done by the same number of people. We receive 6,000 invoices a year for several limited companies; within a single limited company, an invoice has to be approved by four people. When an invoice arrives, the system checks which limited company it’s for and then routes it along the correct path. The software recognises the supplier and suggests a classification. We generally work with large companies, so the quality of the incoming invoices is good. The quality of the scanner also plays a role: that’s why Elvy tested it during installation.’ **A sense of order** For Opti-flor, the control aspect is the most important: ‘It’s great that we now always know where the invoices are: the search function makes it very easy to find an invoice. Our staff therefore think the software is “absolutely brilliant”.’ They find it a pleasure to work with: it’s simple and has a pleasant look and feel. They also all really appreciate that paper is no longer needed. We’ve set it up so that they receive a notification every day if there are any invoices ready for approval. Most managers start their day with this, and it gives them a nice, organised feeling.’ **Time saved through notes** Another very important advantage for Opti-flor is the ability to add notes to an invoice within the system. ‘We encourage this, as it can save a lot of time spent investigating things later on. Take an incorrect delivery, for example: if a supplier calls, we can immediately see why the invoice hasn’t been paid. In the past, we first had to track down the invoice and then work out what the problem was. And during the audit, it’s immediately clear whether it concerns, for example, an investment or maintenance. That saves a lot of time too.’ **A sound investment** Opti-flor has now been using Elvy for a number of years, with virtually no problems: ‘It’s not prone to faults. In the beginning, we did occasionally ring the helpdesk: ‘How do I do this or that?’ The software works perfectly and we’re extremely satisfied with it. It’s well worth the money. I wouldn’t want to be without it now. I don’t even bother to check what the annual costs are: not much, in any case.’