Quantes, a multi-faceted marketing project organization with its own carbon-neutral printing facility, has transformed their administrative processes by linking ImageCapture with MultiPress ERP and AFAS. This solution digitizes their complex invoice processing and provides them with a reliable, clear and efficient system for their annual 15,000 invoices.
15,000 invoices per year processed effortlessly: Quantes halves processing time
Go to the story 3
Quantes, a leading marketing and print company, provides communications materials to renowned brands such as Cool Blue and Hello Fresh. With its transition from traditional printing company to a broad-based communications company, Quantes needed to invest in technologies to keep up with the complexity of its administrative processes.
Working with Scan Sys, Quantes chose ImageCapture to optimize its invoice processing. Dennis Meijer, Operations Manager at Quantes, shares how the implementation led to major efficiency gains and error reduction.
Invoices per year
Years active
Staff
The challenge
As a marketing and print company with diverse procurement needs and a broad customer base, Quantes experienced challenges with processing complex procurement invoices. The old process, which involved multiple employees manually processing invoices and managing payments, often led to erroneous entries and wasted time. In addition, the specific procurement and invoicing needs of large customers created additional pressure and ambiguities within the administration.
Invoice processing is now fully automated and fast. One person can manage it effortlessly.
The process/method
In optimizing the administration with ImageCapture, a completely revised process was set up at Quantes, specifically integrated with MultiPress for the ERP and AFAS for the financial administration. In close cooperation with Scan Sys, all wishes and needs were first identified. This was followed by a targeted transition in which suppliers were transferred to digital invoicing, with a focus on efficiency and error reduction.
All invoices are now read centrally, matched with purchase orders in MultiPress, and automatically processed in AFAS, where essential data is readily available. Thanks to ImageCapture, the process runs smoothly and automatically, with accounting constantly having an up-to-date and complete overview of all invoices and approval statuses.
An important part of the new way of working is centralized invoicing by one person, which ensures consistency and reduces the workload for order managers. Previously, invoices were processed by several employees, which slowed down turnaround time. With automation, Quantes now invoices immediately after an order is cancelled, achieving faster cash flow and greater accuracy in financial statements.
The result
Automatic and error-free
ImageCapture recognizes and processes all purchase invoices automatically. This digitizes the approval process and improves administrative accuracy.
Insight and maximum efficiency
Where Quantes previously worked manually and lost track, ImageCapture now provides instant visibility into invoice statuses and approvals. One person now manages the entire billing and processing workflow.
Faster turnaround time
Thanks to the standardization of the invoicing process and UBL invoices, procurement billing is faster.
Dennis Meijer
Quantes, Operations
What's next?
Quantes sees further opportunities to digitize its administrative processes and increase efficiency with ImageCapture. Dennis Meijer is investigating additional modules and automations that could provide even more time savings and error reduction.
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
More customer stories?
Read more inspiring customer stories and discover how our software solutions empower service professionals in their growth and success.
Want to know more?
Leave your information with ons, and we’ll be in touch!