Jaarbeurs Utrecht, an events venue in the heart of Utrecht, has used ISPnext's Procurement and AP Automation since 2017 to get a grip on complex procurement and financial processes. Where a paper archive and scattered data previously caused delays and limited cost visibility, the organisation now has a digital archive and a fully automated invoicing process.
A large accounts payable team worked without a streamlined process. A paper archive, scattered data and inefficient workflows caused delays in processing and a lack of insight into overall costs.
In 2017, Jaarbeurs Utrecht started using Procurement and AP Automation from ISPnext and went live within three months. Coding and automated linking with the ERP system created a digital archive, with budget controls at every step of the process.
A fully automated digital invoicing system that no longer requires manual processing. Full insight into costs and financial predictability, and an effective purchasing and ordering process that supports the entire organisation.
A paper archive and scattered data stood in the way of procurement oversight
The scale on which Jaarbeurs Utrecht operates, with diverse activities, made efficient administration indispensable, without losing grip on costs and compliance.
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A large accounts payable team without a streamlined process
"At the time, we had a large team in accounts payable, but the process was not streamlined. It was time to automate and gain more control over our procurement processes," says René van Amelsfoort, project manager IT at Jaarbeurs.
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A paper archive and scattered data
The organisation was struggling with a paper archive, scattered data and inefficient workflows. This not only led to delays in processing, but also to a lack of insight into overall costs.
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A need for flexibility without losing control
The existing system did not offer the flexibility and functionality needed to organise procurement processes more efficiently in a dynamic organisation with diverse activities, without losing grip on costs and compliance.
"We finally have a digital archive; everything is now easy to find in one overview."
Live within three months, with Procurement and AP Automation
Jaarbeurs Utrecht built its solution step by step: from a fast implementation to a fully digital and automated procurement and invoicing process.
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Implementation and go-live within three months
In 2017, Jaarbeurs Utrecht started using Procurement and AP Automation from ISPnext. "At the time, we went live within three months," says René.
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A digital archive of procurement invoices
"Previously, we had a paper archive and no digital system. With this software, we have finally been able to make a digital archive of our procurement invoices a reality," says René. "Everything is now easily retrievable in our ERP system through coding and automated linking from ISPnext. We wanted to get rid of stray information and now have everything in one overview."
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Budget controls and fully automated invoicing
Key improvements include budget controls in every step of the process and a fully automated digital invoicing system. "We no longer need employees for this; the process is fully automatic," René adds.
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A careful vendor selection and personal contact
"When we compared different providers, ISPnext was the only party that had fully worked out the case," says René. "Their transparency, honesty and accuracy gave us immediate confidence." Contact with Edwin Verbocht, Account Manager at ISPnext, is smooth: "He switches quickly and is always ready to help us."
Fully automated invoicing and financial predictability
The software has helped Jaarbeurs Utrecht achieve its main goals: cost savings, better management information and financial predictability.
What it delivers for Jaarbeurs Utrecht
- Digital archive of procurement invoices, easy to find through coding in the ERP system
- Budget controls at every step of the procurement process
- Fully automated digital invoicing system, without manual processing
- Full insight into all costs and financial predictability
- An effective purchasing and ordering process that supports the entire organisation
Frequently asked questions about procurement and invoice automation at Jaarbeurs Utrecht
Jaarbeurs Utrecht is an exhibition and events venue in the heart of Utrecht, right next to Utrecht Central Station. For more than 100 years, Jaarbeurs has played a role as a meeting place for conferences and exhibitions.
Jaarbeurs Utrecht uses Procurement and AP Automation from ISPnext, since implementing them in 2017.
Jaarbeurs was struggling with a paper archive, scattered data and inefficient workflows within accounts payable, leading to delays and a lack of insight into overall costs.
Jaarbeurs Utrecht went live with Procurement and AP Automation from ISPnext within three months.
Jaarbeurs now has a digital archive of procurement invoices, budget controls at every step, and a fully automated digital invoicing system, resulting in full insight into costs and financial predictability.
Jaarbeurs Utrecht continues to innovate together with ISPnext, with further optimisations of the procurement process and even more intensive integration of software functionalities within one platform as its ambition.
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