Mulder Montage has been a leading name in the installation and maintenance of escalators and moving walkways for over fifty years. What began as a transportation company in the 1970s grew into an all-round service provider and market leader in the installation of escalators and moving walkways. In addition to installation, the company is active in the development of innovative products such as detection systems, LED lighting and safety solutions for escalators. Every year Mulder Montage carries out hundreds of installations, not only in the Netherlands but throughout Western Europe, with projects well known to the general public, such as the North/South Line in Amsterdam and the London Underground.

The challenge

Mulder Montage’s explosive growth led to increasingly complex administrative processes. With between 4,000 and 5,000 invoices annually, the manual approval process was becoming increasingly cluttered and time-consuming. Sjoerd Verweij, Financial Controller, explains: ‘Our people are on the road a lot, including the employees who have to approve invoices with us. Then such an invoice would stay on the desk and we could go searching.’ This lack of efficiency caused lost invoices and frustration among employees, especially since many invoices were necessary for specific projects at home and abroad.

The paper archive was also growing, which made retrieving invoices difficult. ‘When suppliers called to inquire about the status of their invoice, the administration could not always answer these questions immediately.’ Mulder Montage needed a digitization solution that would not only speed up the process, but could also increase the reliability and clarity of their records.

The process/method

On the recommendation of Duncker & Munnikhuis, Mulder Montage chose Scan Sys’ software. ‘Important in this selection process were not only the price and functionality of the software but also the positive feeling that arose as a result of a number of meetings between the two parties,’ explains Verweij. With the Scan Sys software, Mulder Montage could process its invoices automatically and link them directly to the relevant projects.

Thanks to the close cooperation between Scan Sys and Mulder, the implementation went smoothly and the system was up and running within three weeks. The software automatically reads project numbers on invoices and links them directly to the corresponding projects in Exact.

The approval process is now completely digital via Scan Sys, allowing project managers to give their approval even when they are on the road, or abroad. ‘A big advantage is that our project managers can log in to see the invoices even when they are abroad,’ says Verweij. ‘This significantly accelerated the process and increased control over the approval process.

What's next?

With a further expansion of cooperation with Scan Sys, Mulder Montage could potentially strengthen not only its efficiency and control, but also its capacity to meet the specific demands of international projects. This future vision is a logical extension of continuing this positive line.