Efficient Invoice Processing in SAP at Asito

Henri Timmerhuis, Head of Accounting at Asito, explains: "Asito's branches are spread throughout the Netherlands. Purchase invoices came in predominantly at the regional level to be processed centrally in SAP, and subsequently were mostly approved at the regional level again. It was challenging for the head office to recognise signatures and assess whether the right people had signed for approval. Also, forwarding invoices between branches and the head office was rather inefficient. An explicit need arose for a digitised workflow for purchase invoices.

ISPnext was selected based on price and user-friendliness. In practice, this proved to be the right choice. The interface between the software solution for invoice processing and the SAP package is very intuitive. New employees can easily be added and then immediately work independently with the software. In addition, we now have much better insight into the status of a purchase invoice.

Searching and calling branches is definitely a thing of the past. Asito now receives about three-quarters of its invoices in PDF or XML format. These go directly into the digital route for approval, all without printing, scanning or retyping. This has caused a decrease by approximately 2.0 FTEs in the central accounts payable department. That really adds up. The accounts payable department processes over 70,000 invoices annually and now accomplishes the same with just 2.5 FTEs!"

"The interface for digital invoice processing in SAP is obviously extremely important. This should work properly and flawlessly. This is going well at Asito and the accountant is happy with it too! Virtually all data is synchronised between Invoice Automation and SAP every hour. The result provides an up-to-date and reliable overview without heavy system load. Since we have a tight closing schedule, this is particularly important at closing dates. In short, Asito has had a positive experience with digital invoice processing with ISPnext; it is efficient, reliable and user-friendly," Timmerhuis concludes.

For Asito, connecting employees and customers is paramount in order to achieve results together. The strength is in its people. Every day, 10,000 unique housekeeping workers, spread across 50 local branches, successfully provide a clean working and living environment for our clients. Asito been named the best rated cleaning company for years in a row, according to a survey by Blauw Research survey, and for good reason.