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Vinci Energies

Centralising invoice and order flow worldwide with Basware

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  • Industry:
    • Energy & Utilities
  • Regions:
    • Global
  • Solutions:
    • E-Invoice Receiving
    • E-Invoice Sending

VINCI Energies turned to Basware for a multi-channel, multi-protocol solution to send and received scanned, PDF and other invoices via portal and EDI.

VINCI Energies streamlines and digitises the process of sending and receiving invoices and orders (for both customers and suppliers) for its 1,600 business units. By 2022, no fewer than 3 million incoming and outgoing invoices, 1 million digitised invoices, and 1 million customer and supplier orders will be managed using the same solution on a global scale.

VINCI Energies, a subsidiary of the VINCI Group, is a major global player in digital transformation and energy transition. With a presence in 52 countries, its 1,600 business units optimise efficiency, reliability, and safety in buildings and energy, transportation, and communication infrastructures.

Over the past decade, the company has experienced considerable growth, accelerated by over 100 acquisitions. This led to the company recording a turnover of 10.2 billion Euros in 2016, a 250% increase over the last ten years.

Basware’s expertise is vital in these areas, supporting us and helping us to manage internal changes as well as those concerning our customers and suppliers.” Dominique Tessaro, CIO, VINCI Energies

key takeaways

Solution adoption by 2022

Universal invoice format recognition 

Visibility and traceability

Vinci's Challenges

Decentralization, intensified by the group's external growth strategy, has given rise to a marked increase in the use of IT tools. As a result, the CIO decided to launch a major rationalization and process optimization project to increase efficiency, productivity, and visibility in each VINCI Energies’ business unit.

This is reflected by the decision taken in January 2015 to roll out a single ERP system per country by 2020 in addition to a single platform to centralize processes for invoicing and for client and supplier orders worldwide.

This transformation was particularly urgent given that the digital solution the company was using in France for a portion of its outgoing invoices was no longer supported by the provider. Furthermore, as a government supplier, they are obliged to send their invoices electronically via the Chorus Pro portal and have been doing so since January 2017.

 

Vinci Energies centralises invoice and order flow worldwide with Basware

For both the CIO and VINCI’s internal teams, the priority was to quickly replace the obsolete electronic invoicing process with an innovative and long-term solution.

One of the challenges with such a major decentralization project as ours is the necessity to take into consideration the unique constraints and requirements of each stakeholder.” Dominique Tessaro, CIO, VINCI Energies

The second phase involved extending the digitization process to cover intra-group invoices (between VINCI Energies and the VINCI Group), internal VINCI Energies invoices (between different VINCI Energies business units), and supplier invoices.

In late 2016, with support from Mazars and Accenture, the CIO quickly mobilized a project team, including the CIO, the finance department, and the purchasing and trade department in order to select a provider.

Following a call for tenders involving eight providers, the VINCI Energies’ selection committee chose Basware based on its international presence and functional coverage of its proposed solutions, that went beyond the requirements established in the specifications.

The interpersonal qualities demonstrated by the Basware team during the bidding process made them stand out.

We were looking for a long-term partner capable of supporting us worldwide and providing a multi-channel, multi-sending, and multi-protocol solution for both sending and receiving scanned paper invoices, PDF invoices, and invoices via a portal and EDI.Dominique Tessaro, CIO, VINCI Energies

What VINCI Energies and Basware achieved

The first phase, involving the replacement of the existing solution (383,000 invoices), began in May 2017, with the first activations going live in July 2017 for Chorus Pro and a few customers using EDI and PDF (email).

In October, Basware began processing incoming and outgoing intra-group, and internal VINCI Energies invoice flows in France. In November, the rollout of the solution to eight additional countries began: Germany, Belgium, the Netherlands, Spain, Portugal, Morocco, Australia, and New Zealand.

By the end of 2017, all potential supplier and customer invoice formats (EDI, PDF, portal, scans) were managed through the new platform. In 2018, the process of digitizing customer and supplier orders began and resulted in a gradual rollout of the fully automated system, which integrated all invoices into a single ERP system.

VINCI Energies aims to gradually increase the functionality and geographical scope of the solution, meaning that 3 million incoming and outgoing invoices, 1 million digitized invoices, and more than 1 million electronic customer and supplier orders will be managed using the same solution worldwide.

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