TMC Wonen, specialist in interior design concepts, chose ImageCapture combined with iONE ERP to digitize their invoice processing in 2019. With more than 16,000 invoices per year, TMC automated their administration, leading to greater efficiency, less paperwork and better control over invoices and approval processes.
TMC Wonen increases efficiency with automated invoice processing
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TMC Living and TMC Project offer total interior design concepts to individuals and companies. From color advice to complete key handover, TMC takes care of customers completely. With their roots in Zeeland and Bergen op Zoom, TMC is well known both regionally and nationally.
In 2019, TMC Wonen decided to modernize their administrative processes. Jewannes Witte, responsible for marketing, systems management and finance, shares how the switch to ImageCapture revolutionized their invoice processing and eliminated time-consuming manual work.
Years active
Invoices per year
Offices
The challenge
Previously, processing invoices was a labor-intensive and inefficient process at TMC Wonen. Invoices were printed out, manually processed and archived in physical folders. The time-consuming nature of this process regularly created backlogs, with piles of invoices awaiting approval.
The departure of an administrative assistant in late 2018 raised the question of efficiency. A solution to automate the process became necessary.
From a situation with ever-growing piles of invoices, we can now handle the amount of work well with a smaller team.
The process/method
The implementation of ImageCapture went exceptionally smoothly. Thanks to the existing link with iONE ERP, consultant Walter Prins of Scan Sys was able to complete the full setup within two to three days. This included setting up workflows and tailoring the automation to TMC Wonen’s specific needs. “Walter arranged the technical piece with Colijn IT, while I only had to focus on setting up the workflows,” Jewannes explains.
Digitization has ensured that invoices are processed directly in an efficient workflow. The system automatically tracks where an invoice is in the approval process and, if necessary, sends a reminder to the responsible employee. This not only provides more control over the process, but allows colleagues to decide when to approve, without sending physical documents back and forth.
The result
Digital administration and archiving
The entire archive is now digital, which means that all documents can be found within seconds. "We can now search by supplier, year or invoice number. The difference from our old way of working is huge."
Improved efficiency and control
Digitization has drastically reduced the workload in administration. Where previously an employee was working full-time on invoice processing, the same work can now be done with a smaller team.
Insight for colleagues and accountants
Thanks to the logs in ImageCapture, the approval process is completely transparent. This is not only useful for internal control, but is also appreciated by auditors. "Our accountant is happy with the system because it provides insight into the entire approval process," Jewannes said.
Jewannes Witte
TMC Wonen, Co-owner
What's next?
TMC Wonen strives to further optimize their digital workflows and is exploring ways to automate other administrative processes as well. “Every year we have brief contact with Walter to discuss whether everything is still working as desired and whether there are any new possibilities,” Jewannes says.
This ongoing contact with Scan Sys gives them the opportunity to explore new innovations and fine-tune implementations so that their systems are always up-to-date.
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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