Boels Rental needed a partner who could automate incoming invoices in a diverse range of formats: XML invoices, machine-readable PDF, or e-invoices. It also wanted to use templates for non-PO invoices and payment plans for recurring costs such as rent, electricity, gas, etc.
Increasing the efficiency of the AP function was seen as a critical requirement. Automation was seen as the key to reducing headcount while supporting the organization's growth dramatically.
Finally, the highly complex nature of Boels’ invoice pre-booking system meant internal processes needed to evolve. But to support that, Boel’s needed improved visibility into where bottlenecks within the organization existed, specifically within the approval process.
Boels Rental are now fully embracing invoice automation with Basware
Boels implement Basware AP Automation and the Basware Network. As part of the solution, Boels gained access to the built-in analytics tools in the Basware AP. This helped Boels identify where problems in the approval processes lay.
When I first heard about Basware’s capabilities, I thought there would be many opportunities to automate invoices – that was what impressed me the most and how we could do that.Rob van der Hagen, Head of Accounts Payable, Boels Rental.
With support from Basware, Boels began updating its processes and training its people. “When I look back now, we’ve had some good consultants from Basware’s Advisory Services team. They challenged us to look at our processes and see how we could change that."
Alongside these changes, Basware took responsibility for scanning and capturing all Boels’ paper invoices into the system. These invoices were then automatically available to the AP teams to review and process.
In addition, a supplier enablement campaign was run to educate suppliers on Boels new network solution and how suppliers could send machine-readable PDFs directly to the Basware portal.