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Results
- One central solution to manage all invoices
- Automated processing and posting of invoices
- Less manual work, so less risk of errors
- Faster, more efficient approval processes
- Better alignment with existing work processes
Used products
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About the client
Pension Fund Rail & OV manages pensions for public transport and railroad employees.
With approximately 24 billion euros in assets under management, the fund is an established name in pensions and asset management. The organization strives for reliable, transparent, and efficient service to participants and internal departments.
The challenge
Processing invoices had long been labor-intensive, with different types of documents coming in through various channels. Paper invoices had to be scanned, PDF files were processed manually, and digital UBL invoices were handled differently because they required separate attention. This fragmentation led to inefficiency, error proneness, and limited traceability.
The solution
Linking the document management system Xtendis to the financial system AFAS Online has created a powerful digital solution. Whether paper invoices, PDFs, or digital invoices, everything now arrives centrally and is automatically recognized, registered, and processed. Employee control remains possible, but many manual steps have disappeared. In AFAS Online, invoices can be easily retrieved, while in Xtendis, they are clearly stored and quickly retrieved.
Results and benefits
The link between Xtendis and AFAS Online has led to a significant improvement in the invoice processing process. The benefits for Pensioenfonds Rail & OV are clearly noticeable in the following aspects:
- Time savings: invoices are processed faster and go through the approval process without delay.
- Reliability: less manual processing means less chance of errors.
- Transparency: all documents are centrally stored and easy to find.
- Efficiency: employees can focus on review and analysis instead of input work.
- Consistency: the system fits seamlessly into the way the organization works, without the need to adjust processes.
This modern way of working contributes to future-proof administration and higher employee satisfaction.
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"Among the most appreciated features are the storage space, the simplicity, and the ease with which it can be linked to our custom PIM."
Valentina Bonvini
Marketing Communication Manager
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