PeeJeeBee, an accounting firm with a sizable customer base, was struggling with the time-consuming processing of thousands of invoices each year. With Scan Sys’ help, the company was able to make significant efficiency gains by automating invoice processing and reclaiming valuable time for consulting work.
From paperwork to digital success: PeeJeeBee’s transformation
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PeeJeeBee is an administrative office founded in 2005 by Peter Berkelaar. It focuses on self-employed individuals, small and medium-sized businesses and start-ups, with a wide range of clients, from furniture stores and beauticians to real estate companies and non-profit organizations. The firm is distinguished by personal attention and a strong focus on automation, with a fixed fee model that offers clients transparency.
Number of administrations
Number of invoices per year
Years active
The challenge
Processing 30,000 invoices a year across 120 administrations placed a heavy strain on PeeJeeBee’s limited time and resources. The administrative office wanted to find a more efficient way to manage the invoice processing process without increasing staff.
Peter Berkelaar preferred to spend his time on worthwhile activities such as advice and customer support: “I once kept track: it used to take me over 1 minute and 15 seconds to process a purchase invoice. That was incredibly time-consuming. My strength lies in consulting, not in endlessly processing invoices,’ Berkelaar said.
My strength lies in consulting, not in endlessly processing invoices.
The process/method
With the help of business partner ComputerPlan, PeeJeeBee implemented Scan Sys’ ImageCapture software in 2013. The benefits became immediately clear after demonstrating the system. “When I saw the solution, I immediately knew I had to have this. In my situation, where I work on a fixed-fee basis, it is crucial that my processes run as fast as possible,” according to Berkelaar.
The software allows about 80% of the administration to be processed digitally, instantly reading invoices that come in via e-mail and digitizing paper invoices immediately. The system automatically reads the debtor or creditor and recognizes important data such as invoice amount and VAT, then generates an entry proposal.
The result
More efficient invoice processing
Thanks to Scan Sys, PeeJeeBee can process 30,000 invoices a year in as little as an hour a day, saving significant time.
More time for advice
By automating invoice processing, Berkelaar can now spend his time effectively advising clients, allowing him to offer more value.
Improved customer experience
With a transparent cost model and increased focus on customer support, PeeJeeBee experiences high customer satisfaction. Customers appreciate not being billed separately for each hour, which earns the company loyalty.
Faster administration for customers
The time required to process customer records has been greatly reduced, resulting in faster and more accurate administration for PeeJeeBee's customers.
Peter Berkelaar
PeeJeeBee, Owner
What's next?
With the significant time savings and ease of use that Scan Sys already provides, PeeJeeBee seems ready to explore further automation opportunities within the same platform. As Peter Berkelaar remains focused on efficient operations without increasing staff, Scan Sys is and will continue to be a reliable partner in keeping his administration as compact as possible while creating space for strategic customer advice.
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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