Search - - [Academy](/en/elvy-academy/) - [Support](/en/about-us/support/) - [Contact](/en/about-us/contact/) - [About Elvy](/en/about-us/) - [NL](/nl/inspiratie/klantverhalen/van-der-valk-horti-systems/) [EN](/en/inspiration/customer-stories/van-der-valk-horti-systems/) [Elvy](/en/) Search Request demo Menu X ## Request a no-obligation demonstration of our software Would you like to find out what Elvy can do for your organisation? Request a no-obligation demonstration now! - [Home](/en/) - [Inspiration](/en/inspiration/) - [Customer stories](/en/inspiration/customer-stories/) - Van der Valk Horti Systems # Time saved by matching the invoice with the receipt record **Petra van Ruijven, now Assistant Controller, has been working at Van der Valk Systemen since 2015. The company specialises in the development and manufacture of ventilation systems and screen materials for greenhouse horticulture, as well as solar panel mounting systems. At the time, it was a company with around 38 employees; it has since grown into a team of 135. The organisation’s rapid growth spurred the idea of digitising and automating processes. In 2017, they therefore decided to implement Elvy’s software to digitise and automate their invoice processing.** In the years prior to 2017, Petra and her colleagues still processed invoices using a block stamp, and data entry was done manually in AccountView and Plan-de-CAMpagne, now known as ECI | Bemet. Today, around 100 invoices arrive every day, so automation is a must: “I can no longer imagine us still processing invoices manually. The invoice processing workflow is now much faster and more accurate.” ***“I can no longer imagine us still processing invoices manually.”*** **3-way matching of invoices** In addition to the cost invoices that are posted directly into AccountView via Elvy, most of the invoices received by Van der Valk Systemen relate to the purchase of materials. “Our Procurement department orders the goods and records these orders in ECI | Bemet, our ERP software. ECI | Bemet automates our core processes, including our accounts payable.” As soon as the goods are delivered, a member of staff in the warehouse registers them as a goods receipt in ECI | Bemet. Once the invoice is received, it is processed by the finance department using Elvy. It’s straightforward. Invoices are automatically sent to Elvy for processing and, because Elvy – thanks to its real-time link with ECI | Bemet – can see which goods have been ordered and received, it can easily compare the invoice with the order and receipt data from our ERP system,” explains Petra. ***“We’ve set it up so that when an invoice matches the delivery record in full, it no longer needs to be approved unnecessarily. That saves a great deal of time! For both the finance department and the buyers and other approvers involved,” says Petra. “What’s more, it means our records are more up to date.”*** **Discrepancies** Not all invoices match a delivery note one-to-one. Of course, there may always be cases where fewer goods have been delivered, or the price of an item differs. For any discrepancies, Petra used to export lists from ECI | Bemet, which she would forward to the relevant purchaser for review. “Following a discussion with an Elvy staff member, we were made aware of a feature in Elvy that makes this process much more efficient and ensures the relevant colleague’s approval is better documented. Tips like these are worth their weight in gold.” ***“Elvy can easily match the incoming invoice with the receipt in ECI | Bemet. That saves a great deal of time!”*** **Simple and accessible to everyone** At Van der Valk Systemen, they also approve invoices using Elvy. “We work with different approval workflows, which we’ve set up based on the supplier and general ledger account. This means Elvy automatically determines who needs to approve which invoice. This saves a lot of mental effort during the posting process,” continues Petra. “Although the invoices are posted in the Netherlands, colleagues in England also approve invoices. The approval workflow is set up so that the right people are automatically involved there too, and they can approve invoices in an English-language environment.” Petra is very pleased with the software and the additional service: “Whenever I have a question, the support team are always very helpful. They look at the problem remotely and try to find a solution.” The other departments at the Westland-based company also find Elvy easy to work with, but there’s always room for improvement! “Due to the busy nature of the organisation, we sometimes don’t take the time to find out exactly how Elvy’s software works and what its capabilities are. Fortunately, the basic functions are intuitive, and if not, our Customer Success Manager helps us get started!” **The positive effects of digitisation have whetted our appetite for more** Due to the continued growth and professionalisation of Van der Valk Systemen, as well as the positive effects of previous automation projects, Van der Valk Systemen is striving to digitise further in order to work as efficiently as possible. “We’ll soon be meeting with Elvy to discuss the options for expense claims. Some processes relating to expense claims are still handled using Excel spreadsheets, so there’s still plenty of scope here for greater convenience and time savings. Hopefully, we’ll be just as enthusiastic about Elvy’s expense claim processing!”