HeadFirst, a market leader in knowledge brokerage, faced a major challenge: sharply increasing administration due to the growth of their assignments and professionals. Scan Sys offered the solution with more efficient, automated invoice processing, allowing HeadFirst to streamline their processes and save time.
Efficiency in administration: the success story of HeadFirst and Scan Sys
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HeadFirst is a leading knowledge broker that matches independent professionals and secondment workers with organizations in a variety of sectors. With a network of more than 20,000 professionals and 13,000 mediated assignments per year, HeadFirst helps companies respond flexibly to their changing staffing needs. Founder and director Rick Kruiswijk started HeadFirst in 1995, and the company has since expanded its client base to include prominent names such as Rabobank and the Dutch Tax Administration.
Assignments by year
Years active
Monthly invoices
The challenge
With a monthly volume of 2,500 incoming invoices for hiring professionals, the administrative pressure was becoming increasingly heavy. “Checking and manually entering the invoices became a time-consuming process due to the increasing numbers,” explains Mattijs Wassenburg, Manager of Software Development and IT.
HeadFirst was dealing with two contracts: client and contractor. Many clients preferred project-based invoicing, which further complicated the process. The team noticed a need for a system that could interface with their custom software and significantly improve the administrative workflow.
The package helps make the invoice processing process many times faster and offers the convenience of digital availability of the documents.
The process/method
In 2012, HeadFirst switched to Scan Sys: ‘The next step was to tackle the other process, which had become increasingly labor-intensive over the years.’ Through AFAS’ account manager, HeadFirst ended up with Scan Sys, which they ultimately chose because of the software’s capabilities and flexibility. ‘Scan Sys delivered a good solution for this where the timesheet of the purchase invoice can also be attached to the sales invoice.’
One department now processes all invoices related to hiring professionals. The implementation was gradual. ‘The package helps make the invoice processing process many times faster and offers the convenience of digital availability of the documents,’ Wassenburg said.
The result
More efficient invoice processing
Automation allows invoices to be processed faster and with fewer manual steps.
Better control and insight
Scan Sys provides the ability to view timesheets and invoices side by side, ensuring accurate timekeeping and transparency.
Faster turnaround time
The integration of Scan Sys with AFAS has significantly reduced the turnaround time of invoices, which also contributes to faster payments to professionals.
Cost savings
By reducing manual administration, HeadFirst was able to cut costs and use these resources for further growth and innovation.
Mattijs Wassenburg
HeadFirst, Manager of Software Development and IT
What's next?
With growing demand for flexible labor solutions and an increasing number of assignments, HeadFirst will likely continue to invest in automation and digital tools to optimize their processes. HeadFirst’s vision for the future, focused on connecting knowledge demand and suppliers in a rapidly changing job market, will likely encourage them to remain innovative and embrace new technologies, with Scan Sys as a key partner in this transformation.
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.
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