Leolux streamlines invoice processing with cloud solution

They came to us because it just wasn't workable anymore. "Invoices were everywhere, on desks, in drawers, sometimes even lost. We had no grip on the process," John looks back. "That had to change. By digitising and standardising, we were able to turn it around. Now everything comes in digitally, we know exactly who has to do what and approvals run a lot smoother." The immediate impact was noticeable. Invoice processing times went down, employees worked more efficiently and the workload dropped. "The peace that this brings to the department is worth its weight in gold," says John. "You see teams getting a grip on their work again."

The move to the cloud version, AP Automation, followed in 2024. That move fitted perfectly with Leolux's broader IT strategy. "We want to rely less on local systems and use more scalable technology," John explains. "ISPnext's cloud solution fits in well with that." AP Automation is our invoice processing solution, which falls under the Business Spend Management model.

With the cloud version, the technical management burden disappeared. Updates are automatic, availability is guaranteed and the IT department no longer has to switch on management incidents. "Everything just runs. And that gives us as IT the space to add more value at the strategic level."

The choice of AP Automation is not a pure IT story. It was precisely the collaboration between ICT and Finance that made the project successful. "Our role as ICT is to facilitate, but Finance knows exactly where the bottlenecks are," says John. "That interplay has been important: we looked together at what the process needs and set up the software accordingly." As a result of that collaboration, the system now fits well with working practices. Invoices are automatically recognised, linked to the correct administration and efficiently forwarded to the responsible employees. "And if something gets stuck, we can find and solve it immediately," adds John.

Besides efficiency, grip on the process is at least as important for Leolux. The software offers insight into every step: from receipt to approval and processing. "You know exactly where an invoice is, how long it has been there and what is still outstanding," John explains. "That makes the process manageable, even when volumes increase."

He says the scalability of the solution is a big advantage. "Whether there are ten thousand or fifty thousand, the system continues to perform well. And we can easily adjust as the organisation changes."

The project around the move to the cloud was carried out tightly and professionally. "The approach was clear, the lines of communication short. There was real pace without losing sight of quality," John reflects. "What we discussed, happened. Problems were not passed on, but solved."

What struck him was the commitment from ISPnext. "The project manager was knowledgeable and thought along with our situation. There was calmness in the process and you don't often see that in IT projects."

At Leolux, people are looking ahead. Technology is changing and so are the demands on financial processes. "AI is going to play an increasing role, you can already see that," says John. "Whether it's recognition, decision-making or risk assessment, there are opportunities there. And we expect ISPnext to continue developing in that direction." The partnership with ISPnext offers confidence in that. "We were looking for a cooperation in which they really think along with us," says John. "Not just delivering software, but also understanding how it works within an organisation like ours. There is that click and that makes all the difference."

What matters to Leolux is that the software works on a daily basis. Not as a stand-alone tool, but as part of the wider IT and Finance landscape. "It is a stable solution, reliable and clear. And if something comes up, support is available and fast. That gives confidence."

The software matches how Leolux wants to work: efficient, transparent and with room for growth. "We are in control, save time and keep a grip. And that without the system getting in our way."