Cyclus realizes 30% time savings in invoice and procurement management

Cyclus, specialist in waste management for municipalities in the Randstad, has realized an integrated invoice and procurement management system with ImageCapture and Shopper. The partnership with Exact Globe provides the company with a seamless solution for their annual 8,000 procurement invoices, saving them time, giving them better visibility of their contracts and allowing them to respond more quickly to budget needs.

Info aanvragen

Ga naar het verhaal 3

Cyclus NV, a waste management company in the Randstad region, supports eleven municipalities in maintaining a clean and safe living environment. With services such as waste collection and smoothing, Cyclus makes a major contribution to the sustainability of the region. For a more efficient administration of their extensive procurement and invoicing process, Cyclus opted for a fully digital solution, with links between ImageCapture, Shopper and Exact Globe. Controller Thon Verbakel explains how the implementation of this integrated solution helped them streamline the invoicing and procurement process, minimize paper flow and optimize contract management.

Invoices annually

Number of buyers

Number of fiatteurs

The challenge

For Cyclus, the previous invoice and procurement process was too time-consuming and labor-intensive, with heavy reliance on paper documents and Excel statements for contract management. The limitations of their previous software did not allow them to adequately address the growing complexity of their procurement policies. The challenge was to migrate to a digital platform that would give them complete control over their invoicing and procurement processes while reducing paper usage.

With the new solution, we have gained 30% additional efficiency since 2019.

The process/method

Cyclus worked closely with QUBE ICT Solutions and Scan Sys to set up a fully digitized purchase-to-pay process. The integration of Shopper for procurement management and ImageCapture for invoice processing with Exact Globe as the financial system provided a seamless, web-based solution. The workflow set up includes authorization based on a mandate schedule and provides employees with easy access to the system via both desktop and mobile.

During implementation, largely remote due to corona constraints, the focus was on processing the flow of invoices and balancing payment turnaround times. Within a few months, the digital workflows were fully operational, enabling Cyclus to work within a 30-day payment term again. In addition, the integration with QlikSense provides detailed insights into procurement and invoice data for internal controls and auditors.

The result

Efficiency and time savings

Since switching to ImageCapture, Cyclus processes its invoices 30% faster. The administration saves considerable time and has more room for strategic purchasing management.

Improve contact management and insight

By interfacing with Shopper and using Business Intelligence (BI), contract owners now have instant access to all relevant data and can better manage their procurement activities.

User friendliness and accuracy

With ImageCapture, the system now recognizes over 90% of invoices automatically. In addition, employees appreciate the user-friendliness of the solution, which ensures fast and accurate processing.

Thon Verbakel

Cyclus, Manager Finance / Controller

What's next?

Cyclus is working on the next step in digitization by linking their asset management system, Ultimo, with Shopper. This integration will further automate the procurement and invoicing process for even greater efficiency and control.

Solutions used

Invoice processing

Booking, checking, filing and approving purchase invoices is a process that requires a lot of time and attention. Not only is manually processing invoices time-consuming, it is also very error-prone.

Learn more

Procurement Management

Many organizations do not have visibility into their internal costs until they receive the invoice. An automated procurement process provides greater efficiency and control of your internal costs, from requisition to payment.

Learn more