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Accessible Invoice Flows at B&G Hekwerk

Before B&G Hekwerk automated the invoicing process, much of it was still done on paper. It was not only time-consuming, but also difficult to check. In addition to the intended time efficiency, there was a great need for improved control and clarity. The decision to automate the invoice processing process was followed by a search for a party to integrate it into the ERP system SAP. B&G chose ISPnext as its e-invoicing partner with ISP-Invoice including SmartScan. As a result, B&G now easily retrieves invoices through the interface with SAP and analyses costs in the general ledger.

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BenG Hekwerk

Train the Trainer

Willem Andree, controller at B&G Hekwerk, supports his colleagues in processing invoices correctly. He also manages the setup of ISP-Invoice as an administrator. Willem talks about the introductory process with ISPnext: "After a demo and the reference visit to another client of ISPnext, we were convinced we should do business." Willem found the short lead time of just over three months to be a plus. He explains how this was done: "We started with a kick-off in order to have everyone on the same page. This allowed us to identify what our requirements were and what was necessary to set up ISP-Invoice. We then tested internally with four training days over a four-week period. The training days had a positive effect by providing 1-on-1 training to employees. 'Bugs' were picked up immediately before we went live. Since then, we have been live with ISP-Invoice and work with it daily."

Ewoud Woudenberg, account manager at ISPnext, explains the familiarisation process: "We work according to the 'train the trainer' concept. By imparting the right knowledge to Willem, we enable him to perform the admin role as independently as possible. Willem: “Induction training worked well. Explaining the invoice approval process to approvers within the organisation has been taken up internally through short meetings. The involvement of both B&G and ISPnext was exceptional." Ewoud: "Of course, behind the scenes we are always ready to assist Willem with our support department."

"ISPnext is very involved."

- Willem Andree, Controller  | B&G Hekwerk

Willem: "The handling of invoices is now completely digital. The approval process is structured so that the invoice reaches the right person digitally via ISP-Invoice. We always have clear insight as to where an invoice is in the process. As a result, we have made strides and are now focusing on other processes within accounting."

Willem: "We are satisfied with the cooperation. There are regular updates that are extensively tested first. The release date of updates is always communicated well in advance. Everyone sees the benefits of digitally processing and approving invoices." The SmartScan module also works well: "Most of the invoices are recognised in due order. The XML files are the only ones still not always recognised correctly. Our smaller suppliers and I still do not always know what the solution is. Still, we can further optimise ISP-Invoice by working on the recognition points. This also improves the processing of XML files from our suppliers. The ultimate goal is the highest possible recognition rate."

Willem concludes: "ISPnext's software has definitely been efficient for our finance department. It means less paper is circulated and we process more invoices at a lower capacity. We are very satisfied with using ISP-Invoice and will be using it for years to come. The application is also being implemented for our facility in Belgium."

About B&G Hekwerk

B&G Hekwerk has been developing fencing and gates in its own production facilities since 1963. Fences and gates can be ordered from many suppliers. However, B&G fencing is manufactured in their own production facilities to the highest quality standards. B&G offers customers complete peace of mind, from order service to installation, service and maintenance.