The Animal Protection Agency is pleased with the collaboration. OneXillium helped the organization select a suitable software tool, in part by creating a very clear functional design that incorporated all of the organization’s needs and requirements. This provided a good understanding of how the software package would work and what it could offer the Animal Protection Agency. The Animal Protection Agency is very satisfied with the capabilities of the software package. Eleveld: “You can tell that theEIM platform is well-designed. It’s easy for our own organization to manage, which was one of our key requirements. Everyone is happy and satisfied—including our vendors, since payments are processed more smoothly.” Because the invoice processing workflow runs so smoothly, the Dutch Society for the Protection of Animals will also use the software to optimize other processes. “We’re now going to use the software for document management and our contract management as well.”
No more waiting for signatures and stamps
The Animal Protection Agency provides emergency assistance, works to promote animal welfare, and raises awareness in society. A long stream of paper invoices waiting for stamps and signatures doesn’t fit well with that mission, says Alex Eleveld, IT team leader at the Dutch Society for the Protection of Animals. Together with OneXillium, Eleveld therefore set out to find ways to put an end to this situation and gain more control over the process. For the Dutch Society for the Protection of Animals, digitizing the invoice flows and using automated workflows proved to be the right choice.
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In what way was OneXillium able to help the Animal Protection Society?
The Dutch Society for the Protection of Animals wants to focus as much as possible on protecting animals—after all, that’s what the foundation exists for. It’s therefore important that time and money aren’t wasted unnecessarily on administrative tasks, for example. Yet in practice, this didn’t always turn out to be easy. Eleveld, for example, noticed that the invoice processing workflow wasn’t running smoothly. “When I joined the Dutch Society for the Protection of Animals, we were still generating a lot of paper, and it took a lot of paperwork to handle business matters.” Suzanne Kievit, an accountant at the Dutch Society for the Protection of Animals, also saw that there was a smarter way to handle invoices. “Previously, all invoices arrived on paper. They were filled out by hand, and the invoices were entered into the system manually. Someone would walk through the entire office to collect signatures for approval. If employees were absent, invoices would sit on their desks for weeks at a time.”
The Animal Protection Agency had already been planning to shift toward digital operations, but the real need for this arose when the agency recently became a single national organization. It has become even more important to manage the flow of invoices effectively. Eleveld: “Gaining much more control and oversight over our work—that’s what matters to us.”
What are the benefits of digital invoice processing?
Most invoices are received digitally by the Animal Protection Society. “We scan the paper invoices we occasionally receive as soon as they arrive,” says Eleveld. “That’s when the workflow begins. The software automatically fills in a large portion of the data, so we don’t have to do it ourselves.” Kievit: “We’ve also set it up so that when you enter a general ledger account, it’s linked to a specific person who’s responsible for approval. This is then incorporated into that person’s workflow. It’s very clear to employees how it works. A brief instruction was all it took for employees to get started. The process runs much more smoothly this way.” Eleveld: “We wanted a software package that would truly take the burden off our shoulders and handle a lot of the work for us—and we’ve certainly achieved that.”
How did the collaboration with OneXillium go?
About the Animal Protection Society
The Dutch Society for the Protection of Animals is dedicated to animal welfare and emergency assistance throughout the Netherlands. To reduce the time spent on administrative tasks, the organization digitized its invoice processing with Xtendis. Thanks to automated workflows, signatures and approvals are now handled quickly and digitally. This provides greater control, reduces paper use, and frees up more time for what really matters: helping animals.
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Eigen Haard isn’t the only housing authority using our EIM solution, Xtendis. Learn all about it on our housing authority page, or contact us if you’d like to gain even more insight and control over your overall information management.