Rovanda, a wholesale industrial supplies company, optimized their invoice processing process with ImageCapture linked to the ERP system Prodin. The result: significant time savings, improved control and a complete audit trail, which is especially beneficial during audits.
Rovanda went from 3 hours of imports to 20 minutes of control
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Rovanda, with locations in Papendrecht, Groot-Ammers and Arkel, supplies a wide range of industrial items. With over a million different products, including tools, machinery, industrial clothing and personal protective equipment, the company supports many companies daily with their operational needs. Besides sales, Rovanda also offers repairs and certification services according to Occupational Health and Safety legislation, VCA certification and insurance standards.
As the company grew, the number of incoming invoices also increased to about 100-130 per day, amounting to 25,000 invoices annually. The need for faster and more structured processing was great. Therefore, Rovanda chose to use ImageCapture software in combination with Prodin to automate their invoice processing. Leo Opmeer, responsible for accounting and HR, talks about this transformation.
Invoices per year
ImageCapture users
Invoices per day
The challenge
Before the implementation of ImageCapture, every incoming invoice was processed manually. This process involved printing, stamping, assigning book numbers and circulating paper invoices for approval. This was time-consuming and often caused delays, especially when invoices needed to be approved by different departments.
In addition, communication regarding invoice inquiries was via email or paper documentation, which was inefficient and sometimes cluttered. The challenge for Rovanda was to streamline and digitize this process without disrupting daily operational operations.
Now with checking, we’re down to 20 minutes a day. Everything goes so much faster now.
The process/method
Rovanda was made aware of ImageCapture’s capabilities by their Prodin contact in 2020. After a few conversations, Rovanda decided to implement the software in cooperation with Scan Sys. The implementation was led by Michel from Scan Sys and went smoothly, according to Leo Opmeer, with special attention to Rovanda’s needs, such as separate mailboxes for each branch office. This made it possible to book invoices directly into the correct branch records.
ImageCapture was first extensively tested in the test administration, after which it went live in January 2021 without any problems. With the new software, purchase invoices can be prepared, booked and checked automatically, ensuring an automated and smooth process that saves daily time.
The result
Time savings and efficiency
Rovanda saves 2-3 hours daily on manual invoice entry and verification. Employees now spend only 20 minutes a day verifying data.
Smooth adoption
Digital approval in ImageCapture ensures that invoices can be easily reviewed by relevant departments at their own times. The system sends an automatic reminder if necessary, which speeds up the approval process and prevents the administration from having to contact employees at inconvenient times.
Audit trail and transparency
The entire process from invoice to approval is now digitally documented and completely transparent. Fully insightful through comprehensive audit trail information.
Leo Opmeer
Rovanda, Head of Finance
What's next?
Rovanda is also considering further digitization of other administrative processes using ImageCapture. Further optimization of workflows for other types of document processing is planned so that the company can achieve even greater efficiency gains.
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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