As one of the largest menal health care institutions in the Netherlands, Arkin was struggling with an inefficient and time-consuming billing process. Using Scan Sys, Arkin found a solution that digitized invoice processing, and provided a new level of insight and efficiency.
How Arkin saves time with fully digital billing process
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Arkin is a specialized mental health institution focused on complex mental health care. The organization consists of ten brands, including well-known names such as Jellinek, Mentrum and the Emergency Psychiatry Amsterdam, and provides specialized care in urban environments such as Amsterdam. Arkin combines professionalism with tailored care for diverse client groups and is also a leading training and research institute in the mental health sector.
Number of clients
Number of employees
Number of locations
The challenge
In 2008, Arkin merged with multiple mental health institutions, resulting in complex and time-consuming billing processes. As Freek van der Marck, working in financial administration, describes, “We had about 12 locations at that time. Although the invoices were already coming in to a central administration, they then had to be sent around to the various branches for approval.’ 4
This process was entirely by mail, so invoices did not arrive at the right place, and there was often uncertainty about the current cost status. Budget holders had to be regularly reminded of outstanding invoices. Van der Marck emphasizes, “We had little or no insight into our current costs and the status of our invoices.
Sending invoices by mail is no longer necessary; distribution is completely digital.
The process/method
After choosing Scan Sys, budget holders could get real-time insight into their financial statements without synchronizing master data. As Van der Marck explains, “Sending invoices by mail is no longer necessary; distribution is completely digital.
The implementation of Scan Sys went smoothly and ensured that budget holders now receive automatic notifications when invoices are ready for approval. ‘From the beginning we could read and write with Scan Sys. The experience with your helpdesk in particular has been very good. Furthermore, the contacts with Scan Sys are always very pleasant, open and clear. A word is a word and a deal is a deal,’ says Van der Marck.
The result
Fully digitized invoice management
With fully digital invoice processing, Arkin saves time, avoids the loss of important documents, and experiences a faster and clearer approval process.
Real-time insight into costs
Thanks to Scan Sys, Arkin has continuous access to up-to-date cost information without the need for contingencies, giving the finance department a clear and up-to-date view of expenses at all times.
Efficient approval process
The billing process is completely digital and budget holders receive automatic notifications. This saves time on reminders and follow-up.
Seamless integration with Exact Financials
The software immediately recognizes missing or incorrect data. This prevents errors and ensures that the administration remains up-to-date without additional synchronization processes.
Freek van der Marck
Arkin, Financial administration
What's Next?
Following the initial implementation of Scan Sys, Arkin is now also using the account reconciliation module, which simplifies the monthly reconciliation of bills. By further refining this functionality, Arkin can achieve further automation and further increase efficiency within the billing process.
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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