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.

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.

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.

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.