SUITSUIT is a strong brand in the travel and lifestyle market. Its colorful suitcases and travel accessories are popular at home and abroad. Behind the brand is a compact, dedicated team that runs the daily operation, and that team managed to radically improve its administration.

Pascalle, Financial Administrator at SUITSUIT, explains how digitizing invoice processing with ImageCapture helped them gain visibility, avoid errors and do more with less manual work.

“We went from three to two employees, but now run double the number of invoices,” Pascalle says. “And we are succeeding, precisely because the process is now digital and tightly controlled.”

The challenge

Before deploying ImageCapture, invoice processing involved a jumble of emails, printouts, stamps and piles of paper. Even digital invoices were printed and physically passed around for approval. There was no overview of who was supposed to do what and where the invoice was located. This led to delays, frustration and risk, especially with large expenses such as international photo shoots.

“We had no overview: where is the invoice, who should approve it, is it already booked? Especially with larger expenses, that was a risk,” says Pascalle. When the team shrank from three to two people, the need for control, structure and speed grew.

The process/method

The choice of ImageCapture stemmed from the need for simplicity and a tight link with Exact Online, the accounting package already in use. Together with Scan Sys, a workflow was set up in which invoices are automatically assigned to the correct approver based on supplier or general ledger account.

“When an invoice comes in, the system immediately knows who to approve,” Pascalle said. “That one automatically gets a notification, and as long as it’s open, the reminders keep coming.”

Approval is completely digital. Invoices no longer need to be mailed or physically circulated. Comments on an invoice are placed directly into the system, eliminating the need for separate e-mail communication.

“You can now see all communications per invoice. It’s sooo clear.”

Thanks to this way of working, the responsibility for approval lies with the departments themselves. Pascalle no longer has to call after people: “They now have the overview themselves – that really makes a difference.”

Job satisfaction also grew. “I can make my work more enjoyable myself. Because I am less busy chasing people, I have time left for substantive tasks.”

What's next?

With the basics in order, SUITSUIT is cautiously looking ahead to further optimization. Think about extending the digital processes to other administrative tasks, or further automating reporting and analysis. For now, the focus is mainly on maintaining the peace and control that has been created, and continuing to improve continuously, step by step.