In-Lite Design, a leading luxury outdoor lighting company, chose ImageCapture to automate the processing and approval of 3,000-3,500 invoices annually. By interfacing with SAP Business One, the company has realized significant efficiency and time savings. Controller Coen Buschman shares how this digitization has reduced workload and professionalized financial processes.
In-Lite Design optimizes invoice processing and approval
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In-Lite Design, a specialist in innovative outdoor lighting and a supplier in 17 countries, was dealing with time-consuming and labor-intensive invoice processing. To modernize these processes and ease the workload of the finance team, In-Lite decided in 2021 to deploy ImageCapture, interfaced with SAP Business One. Controller Coen Buschman provides insight into the smooth implementation and the positive impact on the organization.
Invoices per year
Operating countries
FTE saved per week
The challenge
In-Lite’s traditional invoice processing process was time-consuming and complex. Invoices were manually printed, stamped, and sent through various departments for approval. This caused delays, error proneness and frustration within the team, as the turnaround time for invoices was often unnecessarily long. Finance was engaged in manual processes on a daily basis, leaving more strategic tasks unfinished.
Not only does it take away the workload in financial administration, it helps us as a company handle information more efficiently and professionally.
The process/method
Working with Scan Sys, In-Lite conducted a pragmatic implementation to fully integrate ImageCapture with SAP Business One. Under the guidance of senior consultant Walter Prins, the system was quickly set up according to standard procedures, with some custom modifications. The permissions structure was determined and templates were optimized to make the workflow as smooth as possible.
The biggest challenge was the adjustment within the organization; employees had to get used to the digital approval workflow and their budget responsibilities. However, thanks to well-designed training and a positive commitment from management, ImageCapture was quickly accepted. Now the approval of invoices is much more efficient and budget holders have a clear insight into their expenses.
The result
Accelerated and more efficient invoice processing
Invoices are processed and approved digitally. Manual steps are virtually eliminated, reducing the workload on the finance team.
Clear budget responsibilities
Through digitization, budget responsibilities are clearly defined, making it easy for employees to understand budgets.
Organized and accessible information
ImageCapture provides a central archive for invoices and documents, eliminating the need for spreadsheets and making important information available faster.
Coen Buschman
In-Lite Design, Controller
What's next?
In-Lite is currently exploring additional ImageCapture features, such as delegation capabilities for approval during vacations and absences.
This will further increase the flexibility and ease of use of the system and continue to improve the efficiency of the 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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