Maja Stuwadoors has been a trusted name in the port world since 1972, specializing in the loading and unloading of bulk and general cargo. This family business serves major Dutch companies, such as fertilizer producers and food companies, from Amsterdam ports. With a team of 35 employees, Maja offers flexible, customer-oriented solutions.

The challenge

Previously, financial administration at Maja Stuwadoors was cumbersome and error-prone, with data having to be entered twice: first in M-Files for the digital approval workflow and then again in Exact Globe for financial administration. The duplicate process introduced a high risk of errors and resulted in a lack of up-to-date insight into the company’s costs and liquidity. Until invoices were approved for payment, they were not registered anywhere. ‘So there was no current insight into the company’s costs and liquidity,’ explains Henk Kuijt, responsible for Finance & Control at Maja Stuwadoors.

Before Maja made the choice to work with ImageCapture software, a pilot was conducted with another scanning solution, which, however, was disappointing. “Because the previous pilot with a scanning solution had not been to our liking, I and Nathalie Dobber from administration had prepared a hefty list of questions in advance,” Kuijt says. When the Scan Sys software was suggested through partner Host Access Document Solutions, there was initially skepticism.

The process/method

The implementation of ImageCapture through Scan Sys was quick and easy. Kuijt says, “It was remarkable that after a remote demo of about an hour, we didn’t have a single question left. This gave Maja the confidence to proceed with Scan Sys. ‘Later we visited the Scan Sys office with the users to go over everything again with an account manager and have all the users’ questions answered,’ Kuijt explains. In the process, the users also became convinced of the user-friendliness of the software.

After implementation, the process went well almost immediately. A Scan Sys consultant guided Maja’s employees through a test session with a few invoices, after which they decided to go live immediately. On this, Kuijt says, “It actually went well right from the start. Now invoices come in every day and are processed the same day. My cost statements are therefore always complete and the process is much faster.’

With ImageCapture, all invoices are now scanned or imported directly from the email, read and linked to the correct creditor in Exact. This produces an automatic posting proposal that arrives directly in Exact Globe, after which an approval workflow starts in M-Files. ‘So not only does the process now run fully automatically, there is also immediate insight into the costs, without the risk of invoices being paid unseen,’ Kuijt says with satisfaction.

What's next?

The successful implementation of ImageCapture has already led to significant efficiency gains, and Scan Sys is ready to continue supporting Maja Stuwadoors in this growth path. Scan Sys is constantly delving into Maja’s specific needs, and thus remains a reliable partner for the further digitization and growth of the family business. This allows Maja to operate stronger and more flexibly in a rapidly changing market.