Roompot Vakanties faced a major challenge: the efficient processing of tens of thousands of incoming invoices per year, spread across multiple administrations and countries. Scan Sys offered them a solution that led to savings, a better overview and more grip on the financial administration.
How Roompot Vakanties and Scan Sys work together on financial control
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Roompot Vakanties was founded in 1965 and has since grown from a small family business to a leading provider of vacation parks in the Netherlands and Germany. The company offers a wide range, from simple accommodations to luxury villas and special locations, with even wheelchair-friendly facilities and care products for guests with specific care needs.
Years active
invoices per year
administrations
The challenge
Over the years, Roompot grew rapidly, which also brought administrative challenges. ‘We realized very quickly that something really had to be done radically differently,’ says Paula Oosdijk-Walraven, head of financial administration. With the growth in the number of vacation parks and administrations, the number of incoming invoices increased significantly, which increased the workload considerably.
Oosdijk-Walraven describes the process prior to the implementation of Scan Sys in 2006: ‘At that time, supplier invoices still arrived at the parks themselves (decentralized). There the employees checked whether the goods had been received and the invoice was stamped with an initials and a ledger number after which it was sent by mail to the central administration once a week.’ This way of working often led to delays and inefficiency, as Oosdijk-Walraven explains: ‘Then the invoices sometimes did not arrive until two weeks later and by then they had already had the supplier on the phone at the administration inquiring about the payment of his invoice.’ Manual processing sometimes even caused loss of invoices and incomplete reports.
In all these years, our administration has never been down for a day due to issues with the software.
The process/method
In 2006, Scan Sys was implemented. This immediately eliminated manual tasks and provided accurate insight into accounts payable management.
At Roompot Vakanties, Scan Sys software continues to be used daily to process all incoming invoices. Roompot has split its invoice processing across four administrations: Dutch parks, German parks, real estate BVs, and a recently added company that focuses on buying and selling goods. Invoices come in via a separate e-mail address for each administration and are imported automatically.
The result
More efficiency
Automation of invoice processing has greatly reduced manual tasks.
Cost savings
Thanks to less manual processing, personnel costs have decreased.
Better overview
The central system provides insight into outstanding debts and a more complete picture of the creditor position.
Improved customer service
Quick digital access to invoices allows Roompot to answer supplier questions immediately.
Paula Oosdijk-Walraven
What's next?
After almost 20 years of using the software, Paula still emphasizes the reliability of Scan Sys: ‘In all these years, our administration has never been down for a day due to issues with the software.’ Thanks to this stability, Roompot continues to count on trouble-free administration, even with the high volume of daily invoices. And with the expected expansion, new administrations can be connected and the organization can continue to benefit from the possibilities offered by Scan Sys.
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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