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- Provan

# Metalworking firm Provan saves 0.5 FTE thanks to automated invoice processing

**The Belgian metalworking company Provan, with branches in Genk and Bilzen, specialises in bespoke metal structures for a range of industrial clients. With nearly one hundred employees and a turnover of over 33 million euros, the company is growing steadily. To ensure its administrative processes kept pace with this growth, Provan decided to modernise and automate its invoice processing – a decision that quickly yielded tangible results.**

##### **The challenge**

Although Provan was already operating largely digitally, there was still room for improvement. Invoices were received digitally by the finance department, but the Supply Chain department had to enter a large proportion of that data manually into the ECI Bemet ERP system.

Kenny Nietvelt, Finance Director at Provan, outlines the situation:

“We processed around 10,000 invoices a year, 6,000 of which had to be re-entered manually. That meant duplication of work, an increased risk of errors and a significant loss of time. We wanted to tackle this in a smarter and more efficient way.”

##### **The solution**

In 2021, Provan opted for [**Elvy Invoice Processing**](https://elvy.panoramastudios.nl/nl/oplossingen/factuurverwerking "elvy.panoramastudios.nl") because of its seamless integration with the ECI Bemet ERP system. The implementation process was deliberately kept short: the system went live within three days, including training and a testing phase.

“We opted for a hard go-live, without a lengthy transition period,” says Kenny.

“The system automatically recognises invoices, links them to the correct orders and processes them directly into the appropriate financial and logistics workflows.”

In addition, a distinction is now made between different types of invoices: overhead invoices go to Finance, whilst production-related invoices go directly to Supply Chain. This avoids duplication of effort and keeps the process clear and organised.

##### **The results**

The benefits were immediately apparent:

- **Level of automation:** around 35 per cent of all invoices are now processed fully automatically.

- **Efficiency:** Provan saves approximately 0.5 FTE, time that is now spent on analysis, process improvement and strategic projects.

- **Reliability:** The error rate has fallen because Finance and Supply Chain now work with the same up-to-date information.

Kenny explains:

“Not only are we saving time, but collaboration between departments has also improved. Everyone sees the same data, which makes checks easier and prevents errors.”

We now process more than 30,000 invoices a year using Elvy. This has not only saved a great deal of time but has also significantly reduced the risk of errors. The digital workflows in Elvy make the work more organised, giving us greater control over the process. We have streamlined the process considerably, enabling us to clear backlogs.

##### **The partnership**

Provan values its partnership with Elvy:

*“The support is excellent, the contact is very personal, and they always actively contribute ideas. During the implementation, it really felt like a partnership.”*

Eline Julin, Supply Chain Manager at Provan, explains:

Working with Elvy is user-friendly and efficient for us. Invoices are easy to find in the system, which saves a lot of time. We needed regular support, particularly at the start. We could always count on your expertise; you worked with us to find a solution to our problem.

Recently, thanks to your support, we’ve been able to add a new supplier with a large volume of invoices to our invoicing process in Elvy. A bespoke solution was even developed for us specifically for this.

Elvy therefore ensures, above all, that we have more structure, save time and that our day-to-day work runs more smoothly. Thanks to Elvy, the entire invoicing process runs very smoothly.

##### **Looking ahead**

The successful implementation at Provan did not go unnoticed. Another entity within the multinational group is now also using Elvy to process purchase invoices.

Kenny concludes:

**“Elvy does exactly what it’s supposed to do: it’s reliable, user-friendly and fully tailored to the way we work. It’s an investment that pays for itself.”**