Jaarbeurs Utrecht optimises procurement and financial processes

Jaarbeurs Utrecht works with Procurement and AP Automation to get a grip on their complex procurement and financial processes. The challenge was clear: how can you organise procurement processes more efficiently in a dynamic organisation with diverse activities, without losing grip on costs and compliance? The existing system did not offer the flexibility and functionality needed to meet these requirements. This created bottlenecks in overview, control and cooperation between teams.

René van Amelsfoort, IT project manager at Jaarbeurs, shares how implementing ISPnext's solutions has been a game-changer for their operational and financial processes.

Grip on processes through automation

The enormous scale on which Jaarbeurs Utrecht operates made efficient administration indispensable. "At the time, we had a large team in accounts payable, but the process was not streamlined. It was time to automate and gain more control over our procurement processes," says René van Amelsfoort, project manager IT at Jaarbeurs.

The organisation was struggling with a paper archive, scattered data and inefficient workflows. This not only led to delays in processing, but also to a lack of insight into overall costs. In 2017, Jaarbeurs Utrecht started using Procurement and AP Automation from ISPnext. "At the time, we went live within three months," says René.

Rene van Amelsfoort - Jaarbeurs Utrecht-1

"We finally have a digital archive; everything is now easy to find in one overview."

- René van Amelsfoort, Project Manager IT | Jaarbeurs Utrecht

From paper archive to digital control

Integrating the solutions has resulted in a huge efficiency gain. "Previously, we had a paper archive and no digital system. With this software, we have finally been able to make a digital archive of our procurement invoices a reality," says René. ‘Everything is now easily retrievable in our ERP-system through coding and automated linking from ISPnext. We wanted to get rid of stray information and now have everything in one overview."

Key improvements include budget controls in every step of the process and a fully automated digital invoicing system. "We no longer need employees for this; the process is fully automatic. That's obviously a huge plus," René adds. In addition, the software has helped us achieve our main goals: cost savings, better management information and financial predictability. "We now have full insight into all costs and their predictability, and have an effective purchasing and ordering process that supports the entire organisation," concludes René.

Collaboration

Cooperation with ISPnext has been very positive. "When we compared different providers, ISPnext was the only party that had fully worked out the case," says René. "Their transparency, honesty and accuracy gave us immediate confidence. Everything could be arranged quickly, allowing us to go live quickly."

Contact with Edwin Verbocht, our Account Manager at ISPnext, is smooth. "He switches quickly and is always ready to help us," stresses René.

Future prospects

Jaarbeurs Utrecht is constantly innovating and looking at new opportunities together with ISPnext. On the agenda are further optimisations of the procurement process and even more intensive integration of software functionalities. "Our ambition in the future is to streamline even more processes and manage everything within one platform," says René.

About Jaarbeurs

Jaarbeurs Utrecht is located in the heart of the Netherlands, right next to Utrecht Central Station and the bustling city centre. This unique and central location makes it an ideal place to bring people together. For more than 100 years, Jaarbeurs has played an important role as a meeting place, established to promote trade and that mission is still passionately pursued. They believe that there should be a place where people can really meet in order to grow, which is why sustainability and innovation are paramount. Jaarbeurs is more than just a location; it is a place where ideas are shared, relationships are strengthened and ambitions become reality. With personal service, they help you achieve your goals. Whether it is a large conference or a small-scale event, the team provides a professional approach tailored to your needs. Jaarbeurs is the place where growth, inspiration and encounters come together.

AP Automation in 5 steps

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