From franking machine to fully automated invoicing
In 2017, Verhelst Group resolutely chose automatic invoicing via the Nymus platform. This resulted in time savings, a better customer experience and solid cost savings for the company. Dries Devroe, CFO at Verhelst Group, immerses us in his digital invoicing process.
Customer story: Verhelst Group
How Verhelst Group is making a difference today as an early adopter of digital invoicing and e-invoicing
“The platform works smoothly, does what it needs to do and looks good. And also the organization behind it is top notch. Nymus continually thinks along to provide a solution for our challenges. “Dries Devroe, CFO at Verhelst Group
Their challenges
“Our objectives? First and foremost was to liquidate paper . Our organization consists of a huge force of people on the sites and in the office. When everything has to be done on paper or manually, it takes a lot of energy. By digitizing and automating our financial administration, we wanted to make a difference for our employees as well as for our customers.”
“We also wanted to improve our digital customer experience. We like to distinguish ourselves by the quality of our work, but when clients get their invoice afterwards, we want to continue that line. Also everything revolving around dunning, the reminder process behind unpaid invoices, had to be as easy as possible. That was essential for me personally.”
“A third aspect was cost savings. Digital invoicing certainly comes out more economical than sending by mail. There are also some indirect effects. Our administration is now less burdened because customers can easily find lost invoices through the customer portal. You push customers a bit more toward self-administration and so they take over a bit of the work.”
Better customer experience
Extending quality to digital communication with customers
Getting paper out of the way
Digitize and automate financial records.
Cut costs
Substantial cost savings through both direct and indirect effects.
Our solution
“Our ERP package automatically forwards invoices to Nymus’ platform. Once the invoice rolls out of the system, it is automatically retrieved and forwarded to the platform in XML format. The invoices are then processed by Nymus and sent to the right person in the correct format. At the same time, each invoice is digitally archived.”
How have you seen the platform evolve?
“Today, the system also allows us to deliver all underlying documents such as freight receipts or weigh slips in addition to outgoing invoices. This was in high demand by our customers. By making those documents immediately available, we are very open and transparent to customers. They can immediately verify all documents in the back office.”
“Once customers have received the invoice, they can now also pay it online via a payment provider in the customer portal or a secure link in the email. With this we want to once again create added value for our customers and make their lives easier. The cost is also limited, due to the low start-up costs and the pay-per-use model.”
“Recently, we also linked the platform to iController, an automatic thinning system that automates the recall process. Many ERP packages also have this functionality, but it is often cumbersomely built. When an electronic reminder is sent out, a secure link to the Nymus portal is added via iController. There, customers immediately find an overview of all past due and paid invoices.”
How do you look back on working with Nymus so far?
“The platform works smoothly, does what it needs to do and looks good. And the organization behind it is also top-notch. Nymus is constantly thinking along to find solutions to our challenges. We sometimes ask a lot, but they always manage to provide an answer. You quickly get to the right people there as a customer and you receive a quick response, even when you need support.”
What are the next billing challenges?
“Until recently, the platform was primarily used by our recycling companies. Nymus is currently facilitating the process of bringing the other branches and companies to the platform as well. Customers who use multiple companies in the group will now be able to access their invoices in one place. There too we see that the integration is going very smoothly.”
“Furthermore, in the future we want to develop a truly digital customer platform, on which our customers can not only consult and pay their invoices and underlying documents, but also manage and sign contracts or download certificates. Because even in the long term, further digitization is simply the only way to go.”
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