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This saves controller Albert van der Linde a great deal of frustration: ‘I now always know where every invoice is and what its status is. What’s more, I can provide management with up-to-date financial reports at any time.’ Willem de Boer has been a loyal customer of Arch-IT, a dealer of AccountView Business Software, for over twenty years. Gert Zandstra, account manager at Arch-IT, is very enthusiastic about the scanning and posting software: ‘It integrates extremely well with AccountView and you can implement it quickly: in just one day. With other programmes, you’d easily be looking at several weeks. After a short training session, anyone can get started with it. We consider it very important that our customers are satisfied with the software we install for them. At Willem de Boer, we’ve implemented Elvy, which means they now have much better control over their accounts.’ **Look no further** Willem de Boer is – certainly for a catering company – well automated: they have an online booking system and all quotations and invoices are imported into AccountView. In 2012, Arch-IT brought Elvy to their attention. ‘At first, we didn’t immediately take it up,’ explains controller Albert van der Linde. ‘But then we sat down to work out exactly how much time we were spending on invoice processing. At Arch-IT, we watched a demonstration of the software, which really impressed us. We didn’t look at any other software, partly because the integration with AccountView is excellent. And the software appealed to us straight away, so why would we look any further?’ **Always up to date** The time savings for Willem de Boer have proved significant. ‘We’re now much quicker off the mark and the financial records are always up to date. If a customer calls, I can see the status of the invoice straight away. We save the most time thanks to the Incoming Invoice Register. When you consider that we have four departments and that three people in each department have to approve an invoice, you realise how long it can take for an invoice to be approved and returned to the office. Sometimes that took as long as a month. There was also a high risk of an invoice being left lying on a desk somewhere, or worse still: getting lost. Furthermore, management places great value on reports containing the latest figures. Previously, these were a month behind, because a large number of invoices could not yet be posted.’ Benefits of Elvy for Willem de Boer Food & Events: - Time savings (one day a week). - Always knowing where every invoice is and who still needs to approve it. - No more frustration caused by lost invoices. - The accounts are updated daily, meaning they can always provide up-to-date management reports. **Straight from email** On 1 January 2014, Willem de Boer’s staff were able to start using Elvy. ‘That saves us at least one day a week. We receive 7,000 purchase invoices a year, which is an enormous amount of paperwork. When we implemented Elvy, we started prioritising digitally sent invoices. That works even faster. Now, 85 to 90 per cent of invoices arrive via email in a separate folder. We can import the content directly into Elvy, where the entry is linked to the invoice. We scan the invoices that arrive on paper directly into Elvy.’ **Brief overview** Elvy was introduced into the company without a hitch. Not only the people in the accounts department, but also those at the branches find it a pleasure to work with. Albert: ‘Because they can simply approve items on screen, it also means less work for them. At each location, we’ve given everyone who needs to approve documents a short 15-minute training session. Of course, you could also do something like that in a meeting room for everyone at the same time, but this way you can see straight away whether they’re able to use it and whether they still have any questions.’ **Suggestion for improvement** Albert and his colleagues have now been working with Elvy to their full satisfaction for almost two and a half years. ‘We never need to ring the helpdesk, because it’s all self-explanatory. And if we need to adjust a function, it’s clearly described in the instructions. We have, however, submitted a number of ideas for improvements. For example, we often receive invoices spanning several pages; these need to be bundled together. Each invoice page in Elvy is assigned a tab. To ensure that no page is missed, we’ve suggested that all the tabs for a single invoice be given the same colour.’ **Quickly paid for itself** Albert would recommend Elvy to anyone. ‘Last year, a company visited us because they wanted to see how Elvy works in practice. They, too, were immediately enthusiastic and are now using it to their full satisfaction. Elvy is indispensable, particularly for larger companies with multiple branches. I can’t really think of any downsides. We have an annual maintenance subscription; that means you don’t face any nasty surprises. And Elvy doesn’t charge any separate fees per invoice. So you know exactly where you stand. What’s more, you’ll recoup the costs very quickly.