Specialisation

The importance of specialisation is woven throughout ReFleet’s organisation. For example, the team consists of specialists who understand various aspects of the specification, procurement, construction and implementation process and thus help customers prepare optimally for the arrival of new equipment. They do this by optimising work processes and implementing the right tools. Projects that stretch over the long term, with major investments and a focus on the future. This division of roles enables them to offer the entire process from purchase to commissioning.

Implement

In fact, in addition to purchasing, sales and construction support, they also prepare the rest of the organisation for the arrival of new vehicles. This includes optimising work processes, implementing the right tools and preparing the organisation as a whole for the arrival of new vehicles. Jeroen’s specialism lies particularly in guiding the implementation in the standing organisation.

Administration

Bastiaan — a colleague of Jeroen’s — has other responsibilities and is involved in administrative tasks, among others. About two years ago, they implemented AFAS for part of the administration. Because of its convenience and good integration, they recently linked TriFact365 to it. Another part of the administration and administrative process, namely booking the invoices, is mainly handled by the accountant.

Distribute

The integration between TriFact365 and AFAS enables an effective division of roles with their accountants, who process some of the administrative tasks. By assigning different users different responsibilities. In this way, it is easy to collaborate in TriFact365, as different users have different responsibilities. With the right division of roles and tools, everyone can reach their full potential.

The post Optimal teamwork at ReFleet thanks to TriFact365’s solution appeared first on TriFact365.

Strevon is active in recruitment, targeting retrainers aged between 20-50 who do not yet know exactly what they want to do. These candidates may not have a formal education but are motivated to get started. They are looking for both new candidates and new clients. Due to their recent growth, they were looking for opportunities to digitise administration. This is how they came across TriFact365.

Responsibility

Bob plays a vital role at Strevon as head of financial and personnel administration. He is responsible for internal administration and therefore also for all processes surrounding it. Because of the company’s rapid growth, in addition to daily work Bob is always looking for how processes can be done more efficiently and digitising the administration. This urgency made Strevon decide to work with TriFact365.

Digitising administration

Having been introduced to working with TriFact365 at another company, Bob saw an opportunity in that working method to also digitise their administration at Strevon. One of the main advantages he mentions is the self-learning aspect of the system. By deploying advanced technology, the more it is used, the better the recognition of invoices becomes and, therefore, the faster the invoices can be processed.

“Ninety per cent of invoices can be rebooked this way, but it is precisely the remaining ten per cent that we want to be able to give extra attention to.”

Needs

Besides choosing TriFact365, Strevon also looked at other solutions to digitise their administration. Although those platforms also worked, TriFact365 met their needs better. Especially in terms of speed and scalability. Implementing new systems can be challenging. However, Bob still benefits greatly from the efforts he made in the early stages. By capturing master data properly right away, he believes this good preparation has been essential for the time savings he now experiences.

The post Digitising administration with TriFact365, prepares Strevon for next step in their growth process appeared first on TriFact365.

For over six years, Storage Share has offered a unique solution for people looking for storage space. Their approach speaks as much simplicity as effectiveness: existing buildings are converted into storage facilities, spread throughout the Netherlands. With more than 50 locations, Storage Share has managed to stand out in a market where traditional parties often concentrate on large buildings in urban areas. Thanks to TriFact365, they can process invoices more efficiently and maintain a clear financial overview.

User-friendly and simple

One of the features that sets Storage Share apart is their commitment to customer convenience and security. Although their storage units are unmanned, they are certainly not unattended. Through an innovative app or a simple phone call, customers can access their storage space independently. Moreover, Storage Share provides continuous camera security and regularly supervising staff, so customers can also store their valuables with peace of mind.

Original approach

Another strength of Storage Share is their original approach. By transforming vacant office buildings into storage facilities, they give new life to existing real estate. The company, led by Julian Doorten and Niels van Eck, also has a strong focus on automation and financial efficiency, using innovative software for invoicing and financial management. They work closely with reliable partners such as TriFact365 for smooth invoice processing and a clear overview of the financial situation per location and cost centre.

New locations

Striving for perfection and customer satisfaction remains a key driving force behind Storage Share. They are always looking for new locations and demonstrate their commitment to providing convenience and reliability. Even if that means responding to market challenges and specific requirements in special ways.

Innovative invoice processing

Storage Share is a good example of how a company can stand out in a competitive market. In this case, they do this by focusing on customer focus, sustainability and simplicity. TriFact365 ‘s innovative invoice processing has proved to be a worthy addition in this regard, allowing Niels to focus optimally on improving and expanding their services even further.

The post Storage Share shares fondness with TriFact365 for innovative invoice processing appeared first on TriFact365.

Niche

Christien is the owner and her speciality lies in (international) tax advice. Working with a specific niche has several advantages. Cappon Tax Consultants has built up very specific knowledge, enabling them to offer their clients extra added value. In addition, the fact that Cappon Tax Consultants always tries to establish mutual contact within its network provides a welcome addition for many entrepreneurs, “we like to think in terms of possibilities and solutions and in this way we also like to strengthen the network and mutual relationships of our clients”.

Satisfaction

The account managers responsible for the administrative processes have experience with both the Exact Online scanning and recognition package and TriFact365 and can well articulate what the strengths of different solutions are and in which cases TriFact365 is their preferred solution. They experience TriFact365 as complementary to their already available solutions, easy, straightforward and reliable. This therefore ensures satisfaction among their customers.

“We like to think in terms of possibilities and solutions and in this way also strengthen our customers’ network and mutual relationships”

Reliability

Their accounting system Exact Online also naturally has the option to have customers’ invoices booked automatically. In some cases, they prefer TriFact365, citing in particular its good recognition and reliable performance without complications.

Control

In terms of booking the many administrations, they do everything in-house. The customer only provides their invoices, receipts and bank statements, however, good cooperation between account manager and customer is very important!

The post Specialisation and control makes Cappon Tax Consultants and TriFact365 a good match appeared first on TriFact365.

Finance team

Bianca is head of finance at Triple P and is therefore responsible for the financial organisation including final responsibility for the administrative processes. The finance team also consists of a debtor and creditor administrator and an HRM employee. When the accounts payable officer decided to leave in mid-2023, the desire arose to further automate accounts payable activities.

Fortunately, the implementation of TriFact365 went as quickly and efficiently as estimated beforehand.

Labour-intensive

Processing invoices, in addition to regular work, proved too labour-intensive for the remaining team members. After researching the market, three parties were considered. The decision for TriFact365 was made after comparing brochures and online research. Besides a smooth implementation and the possibility of storing invoices in Exact online, a cost-benefit analysis also played a role, from which TriFact365 emerged as cost-effective.

Implementation

The aim of the automation process was to book invoices with as little manual handling as possible. As this was still done manually, switching to software was a big step. What made the process difficult was that the switch had to be made in the middle of the year and under time pressure. Fortunately, the implementation of TriFact365 went as quickly and efficiently as estimated beforehand.

Automation company

Although Triple P is an automation company, Bianca describes herself not as a techie, but as someone with a good understanding of numbers. The fact that they spent only half an hour implementing TriFact365 and did not need any support from her technical colleagues in the process indicates that this improvement could be implemented smoothly. Apart from the time savings, the implementation of TriFact365 did not affect the course of daily operations. After six months of working with TriFact365, they are still very satisfied.

The post How Triple P mastered TriFact365 under time pressure appeared first on TriFact365.

Team leader

Corrie is Team Leader of the accountants. Naturally, she is responsible for a number of administrations where she does the bookkeeping herself. Her core task is supervising employees and clients. In particular, she instructs clients on how to work with the TriFact365 app and points out the possibilities and impossibilities of e-mailing to TriFact365.

Reviews

Corrie says that Euregio HabetsRoyen has been working on digitisation for some time. Since last year, this has gained momentum. The reason for this was that Dizzydata stopped. Because of this forced change, they started looking for another solution. A task that fell to Corrie. In this search, they came — partly thanks to the good reviews — to TriFact365.

I find it a simple and user-friendly programme. Someone who is not so familiar with digitisation can still work well with it.

Support

This digitisation move naturally had implications for how employees worked. To help her colleagues get started, Corrie created a short digital course. Moreover, the necessary material was already available from TriFact365. It was her experience that everyone could already get started using the videos from TriFact365. The user-friendliness of the programme also plays into this.

Check

Now that the move to TriFact365 has been completed, the firm wants to take the next step. Their wish is for the accounting work to be further automated. This will allow staff to focus even more on audit work. A need that TriFact365 recognises and new modules will soon be available. After all, automation never stands still.

The post How Euregio HabetsRoyen shaped the guidance for their transition to TriFact365 appeared first on TriFact365.

Experts

Number Heroes is run by partners Cornelis and Adriaan. While Cornelis focuses on internal processes, Adriaan is more concerned with external tasks, such as acquisition and sales. Together, they have extensive experience in accountancy and have held roles as CFO, Finance Manager, Consultant and interim work in this field. This expertise, among others, enables Number Heroes to provide appropriate support to entrepreneurs at every stage of their business growth.

Sounders

Number Heroes’ service revolves around three essential pillars. First, they take care of hygiene factors, such as administration, annual accounts and tax returns. Next, they offer their own expertise in interim form and, finally, they help entrepreneurs draw up growth plans to get clear and achieve where entrepreneurs want to go. For that first aspect, they use TriFact365.

Adriaan on TriFact365: “I was amazed at how good simplicity can be.”

Automation

For Number Heroes, the choice of TriFact365 has to do with their goal of automating hygiene factors as much as possible. Adriaan says they see in TriFact365 an intuitive, simple and user-friendly programme. “For zzp’ers the programme is great, for SMEs also if the organisation is not too big. Moreover, with the new authorisation and procuration schemes, TriFact365 can serve an even wider market.”

Future

At Number Heroes, they do not opt for the traditional approach of hourly billing, but strive for transparency by working with subscription forms. This way, customers know exactly where they stand. The added value they can offer lies mainly in the personal approach they provide by looking at the entrepreneur’s needs and offering tailor-made solutions.

Opportunities

Adriaan sees the biggest opportunities for SMEs, which will soon no longer need an auditor’s report. With the advent of European CSRD rules and increasing staffing problems in the accountancy sector, Adriaan predicts that prices for large accountancy firms will increase. This will make many SMEs consider switching to parties that are smaller in size in the future. Number Heroes is preparing for these changes by developing broad financial services and choosing the solutions, such as TriFact365, to best automate ongoing processes.

The post Where TriFact365 user Number Heroes sees opportunities for mid-sized accounting firms appeared first on TriFact365.

Customized

Beugels Metaal & Techniek is a versatile metal company. They focus on design, production and maintenance work for both companies and individuals. They work with various materials such as steel, stainless steel (SS) and aluminum. The company has a strong local presence and is known in the community for their reliability and timely payments.

Administration

Janneke’s role consists mainly of administrative tasks. These include processing salaries, making timesheets and billing. She could use some help with the latter since she does not work every day. As a result, fast processing of invoices was sometimes delayed. So that was one of the main reasons for looking into TriFact365.

The person who recommended Snelstart also recommended using TriFact365 for the complete processing of purchase receipts, including approval.

Advisor

On the recommendation of a consultant, Beugels Metaal & Techniek then decided to start using TriFact365 as an addition to Snelstart. A consultant who had also advised Snelstart in the past indicated that TriFact365 could be a simple and valuable addition. Besides the complete processing of invoices and receipts, TriFact365 also allows approval by different employees.

Four-eye principle

In TriFact365, the owner of the company now scans whether the materials ordered do indeed match what has been received and whether the amounts are correct (authorizing). Once these details are correct, Joan books the invoice to the correct ledgers and performs a general check (supplier name, invoice number and amounts). This two-step check process – which is also known as the “four-eye principle” – increases the accuracy of invoice processing without leaving invoices unaccounted for.

The post On advice, Beugels Metaal & Techniek links TriFact365 invoice processing to Snelstart appeared first on TriFact365.

Stichting SAM Welzijn focuses on promoting well-being and participation among the inhabitants of the municipality of Bodegraven-Reeuwijk. The goal is to lower barriers so that people can easily participate in society which benefits their own well-being and/or the local community.

Huis van Alles

An important initiative of SAM is the “Huis van Alles”, locations spread across different village cores. Each core has a location where residents organize activities such as eating together, playing cards and the like. Social organizations hold walk-in mornings here, consultation hours, help with filling out forms, among other things. Wilma is responsible for the administrative organization, reports and annual accounts within the organization.

With 14 employees (about 9 fte) we speak of a relatively small organization in this case, but an impressive number of about 400 volunteers are involved. These volunteers are provided by SAM with a professional infrastructure so that they can fully focus on implementation. This infrastructure can include, for example, the possibility of doing budget management.

Pricing

Wilma indicates that a number of things played into the choice of TriFact365. For many scanning and recognition solutions, pricing is focused on accountants and that can be disadvantageous when purchasing relatively small quantities. Therefore, the fact that TriFact365 had good pricing was a good reason to investigate TriFact365 further.

We want to be accountable to the municipality, for which TriFact365’s approval function is crucial.

In addition, it is very important for a subsidized institution to be able to provide accurate accountability. The approval process provided by TriFact365 is therefore crucial, ensuring that accountability is placed at the right level in the organization. The implementation of the app in this proved to be a particularly valuable addition, as it significantly simplified the approval process.

Implementation

The decision was made to immediately implement the system live without a test period after a brief inventory of the possibilities. With only one or two minor corrections, going live went without a hitch.

Even for an organization of this size, Wilma stressed the importance of handling community money responsibly. Wilma realized that it is not a given that a community organization has its processes so well in order. When they switched to a new accountant who closely examined all internal processes, they received a compliment on how well they had organized this.

The post How SAM Welfare Foundation provides accurate accountability thanks to TriFact365 appeared first on TriFact365.

Service and network

Although Rousch operates nationwide, it is a relatively small company. What sets them apart is their high-quality service level. They strive to realize the perfect match and offer excellent aftercare to their clients. In addition, they have an extensive network of freelancers they work with. This network allows them to quickly and efficiently find the right professionals for their clients.

As director and owner, Etienne fulfills several roles within the company. On the one hand, he acts as a flying guard, where he can be involved in various operational tasks. On the other hand, he deals with the overall management of the company, formulating strategic policies and developing the vision. Etienne provides leadership by managing team leaders. He ensures that they are given the right guidelines and that they are able to lead their teams effectively.

Benefits of cloud software

A few years ago, when Rousch was still working with a local version of their accounting program and still doing their timekeeping on paper, this prompted Etienne to initiate an automation project. So they switched from the local version of their accounting program to the cloud version of it and later to Exact Online.

“Our accountant said that Exact can offer a similar solution, but it is much more expensive,” said Etienne.

As the next step in this automation process, Etienne decided to also automate the processing of incoming invoices. This would help them streamline the invoicing process and save time. A tip from the accountant prompted Rousch to investigate TriFact365 as a solution.

Automation project

Regarding the move to a cloud solution, Etienne noted that a lot of time was lost. They initially made the switch to a cloud solution, only to have to make another switch. This caused a delay of about six months in the automation process.

Etienne indicates that more time could have been spent researching and identifying needs at the front end of the process. He recommends looking more broadly at the needs and not just choosing the most obvious option: “When switching the accounting package, we also had a tip from our accountant. We didn’t follow that tip and it cost us six months. So when he recommended TriFact365, we did listen to that!”

The post Experiences and advice from Rousch on automation with TriFact365 appeared first on TriFact365.

Open boilers

JB Diesch has been the company behind several of Zeeland’s regional products since 1892, the best known of which is Zeeland’s babbelaars. They still make these babblers in a traditional way with large open kettles over an open fire. As an icon, these babbelaars are known worldwide. They are packaged in the familiar blue tins with people in traditional costume on them.

Zeeland regional products

In addition to the babblers, the assortment has expanded to include with or without pieces of babbler, different kinds of fudge, Zeeland speculoos and – as the most recent addition – organic lemonade in seven different flavors under the brand name Searoop. Responsible for product development are Margot Verhaagen and Wouter Nolen , who in addition to product development are also responsible for sales, marketing and all administrative work.

More support

Margot points out that the company is growing rapidly and, as a result, there are more and more people to support them in their tasks. In such a situation, it is important that everyone is aware of all processes, so that everyone has insight and an overview at all times. Especially within the administrative tasks. To boost support in this, JB Diesch recently chose TriFact365.

“We looked for a way to save time when manually entering invoices. A number of aspects in this were important, particularly cost and ease of use.”

Important functionalities

“We looked for a way to save time when manually entering invoices. A number of aspects in this were important, especially cost and ease of use,” Margot points out. Based on these two points, they finally arrived at TriFact365. They also looked at what other functionalities the program could offer. For example, they now mainly use the archive function and for the future they are considering authorizing and procuring invoices.

Integration with Exact

To get an idea of how TriFact365 works and how it fits into their organization, they used the free 30-day trial. That already gave a very clear picture. “When we looked at the website, a lot already became clear, but what we didn’t know was what it looked like,” says Wouter. They watched a video to get a better idea of how fast it works and whether it would work with their accounting package, Exact Online. Fortunately, the integration works flawlessly.

The post JB Diesch: From Zeeuwse babbelaars and organic lemonade to efficient invoice processing with TriFact365 appeared first on TriFact365.

Ambitious plans

Hotel Brasserie Smits, located in bustling Wemeldinge, welcomes guests of various ages and backgrounds. With the high season just around the corner, preparations for this are in full swing. Erwin, ultimately responsible for the daily running of the business, sees that Hotel Brasserie Smits, in addition to serving their broad target group, are increasingly focusing on the business market. They offer competitively priced packages, providing an all-in-one solution for meeting locations, meals and overnight stays. In addition, he says they have ambitious plans to add additional rooms and revamp the kitchen.

Not an ideal time

So much ambition, yet they faced a setback. Yordi, responsible for administrative processing and accounting, was recently told that the service they use for booking invoices, DizzyData, would be discontinued. While it was not an ideal time to switch to a new solution, booking invoices manually was not a viable option. So they decided to invest in a program that would save both cost and time: TriFact365.

“It can be confusing when you start googling and come across a lot of features, leaving you unable to see the forest for the trees. Focus first on what you really need.”

Selection process

Yordi, who was used to working with DizzyData and had tailored their work processes accordingly, started looking for an alternative solution that offered similar functionality. Through reviews, he compared user experiences, prices and functionalities of different parties. For him, it was important to carefully evaluate the processes to determine what is really needed and before exploring different options.

Conclusion: similar to DizzyData, more favorable price

By first focusing on the real needs, Yordi and his colleagues concluded that TriFact365 was the most comparable solution, but at a more favorable price. Hotel Brasserie Smits now derives many benefits from working with TriFact365, including cost and time savings, while continuing to offer their guests the best experience.

The post Hotel Brasserie Smits makes switch to TriFact365 between all developments appeared first on TriFact365.

Total solution

Accounting firm Jansen has been around for 20 years and consists of a team of five. All their clients have to do is send their invoices. All administrative processes are then taken out of their hands by Accounts Office Jansen. To process purchase and sales invoices, they were using DizzyData, but since they are going to discontinue their service, they recently switched to TriFact65.

To learn more about what considerations went into this and how the transition went, TriFact365 speaks with Leontine. As an AA accountant, she is primarily responsible for financial statements and was closely involved in the choice of TriFact365.

Recommendation

One of the main reasons for considering TriFact365 as an option is that TriFact365 offers a subscription format with a high degree of predictability in recurring costs. In addition to this predictability, the positive stories she heard from a colleague about using TriFact365 played a big role.

“Small receipts often disappear somewhere in the car. With TriFact365’s app, you take a picture and you no longer have to keep the receipt itself!”

The switch

Once TriFact365 was chosen, the login codes and e-mail addresses for all clients had to be changed so that documents were sent to TriFact365 instead of DizzyData. Leontine recognizes that this switch can have quite an impact on how their clients work. Therefore, they decided to create as much support for the decision as possible by communicating extensively with clients. Central to this communication were the benefits that the new way of working has for clients.

Benefits

An example of such a benefit is that by working with TriFact365, these customers can send their invoices directly from the mail without having to print them first. In many cases, this was already being done, but it may be that a switch of software can immediately prompt an office to take a stab at digitization. Despite the great advantages of processing invoices digitally, some clients are used to the “shoebox.

Moreover, for these customers, TriFact365 gives them instant access to an online archive. In the past a paper archive was kept in the office itself, which does not give the client the opportunity to consult this archive at any time. The digital processing of administration via TriFact365 saves time for both the clients and the office itself.

Practical explanation

Of course there is always a group of users who needed more support with the transition. Initially, they were informed of the changes by telephone. If that proved insufficient, Accountants Office Jansen organized special meetings at the office where they provided practical explanations of how the program works.

With such major changes, it is important to communicate with your client. Make sure you have the support of your client. Eventually you do want to make the switch to digital.

To provide additional support, they also mailed all their customers a Word manual. That way, all customers always had the necessary documentation available to read later on what to do when they got stuck in something.

Fewer peaks

By now it is clear to most customers that the new way of working is an improvement. Because the invoices are forwarded automatically, they no longer have to gather all the necessary documents once a month. Leontine indicates that this was something they were struggling with. On the other hand, for Accountants Office Jansen this means fewer peaks in the processing of invoices and the option to use TriFact365 to provide faster insight into the current figures of their customers.

The post SME companies unburdened by cooperation Accountants office Jansen and TriFact365 appeared first on TriFact365.

One of the first in the Netherlands

QicQ specializes in supplying speed pedelecs and e-bikes in the higher segment. Nine years ago, they were one of the first to launch these products in the Netherlands. At first they focused on the business market, then the focus shifted to the consumer market as well. As QicQ became more successful, they were able to develop a wider range of products. “The goal of QicQ is to get as many people as possible out of their cars and onto their bikes.”

Started as a workshop employee

Within QicQ, employees are given the opportunity to develop. For example, you could start as a workshop employee and develop into a company manager. Such developments can ensure that an employee has a broad range of tasks. In such a case, responsibilities may be spread across different areas, such as supervising the workshop, sales, purchasing, accounting, as well as the Web shop or website. To keep all those balls in the air, QicQ works with a good team and can fall back on good structures and procedures. You can imagine that processing the accounting therefore has to be done as efficiently as possible.

This can surely be made easier

The departure of the bookkeeper was the perfect time for the team to take a hard look at the procedures for booking invoices and making payments. At QicQ, they were soon convinced that this could be done a lot more efficiently. After a tip from his accountant, they ended up with TriFact365.

“In retrospect, we should have done this five years earlier.”

But not only processing invoices is an important argument in the decision. It is also important to set up the processes so that some of the accounting tasks can eventually be transferred to another employee. By deploying TriFact365, the business manager, for example, can take a little more distance from the day-to-day processes, while still having the opportunity to keep thinking along with the exceptions.

Making a decision

Choosing a new software partner can be a difficult process. That’s why we ask for tips on making such a decision. They say they can advise everyone to form a razor-sharp picture of the features you’re looking for. Don’t sail blindly on a single solution, but research the market.

They also stress the importance of developing a culture in which there is continuous room for improvement: “Always look critically at whether processes can be improved. In hindsight, we should have done this five years earlier.”

The post QicQ makes the move to accounting at speed with TriFact365 appeared first on TriFact365.

Fixed rates

MKBrecht.nl aims to help Dutch enterprises to draft contracts and other legal documents. They distinguish themselves by looking at legal issues in a business-like manner and work with transparent rates. This allows them to answer legal questions at high speed. TriFact365 recently spoke to Denian about their choice of TriFact365.

Like emptying a moving box

Denian is involved in MKBrecht.nl as managing director. According to him, there is an opportunity in approaching legal services in a business-like manner by deliberately choosing in most cases not to work with an hourly rate, but with standard pricing. Drafting legal contracts can become an expensive business if a lawyer is paid by the hour, even if there are many similarities with previously drafted document, he reasons.

“By using TriFact365 I process the right documents in no time.”

This analytical way of looking at things is now second nature to Denian. He outlines the comparison with a full moving box. For him, the challenge is to empty the moving box as quickly as possible and give all items currently in the box a fixed place as quickly as possible. This is also how he came to automate accounting with TriFact365.

Background in finance

Not being satisfied with how the accounting was organised, Denian decided to investigate TriFact365. His background in finance gave him the confidence to start processing some of the accounting – which he had previously outsourced – himself. According to him, bookkeeping is easier than it looks, if you are supported in the right way. A tool like TriFact365 helps him with this. Should invoices be booked the wrong way by one of his colleagues, Denian can correct them himself in time.

“I just hate bookkeeping, the less time I can spend on it, the better.”

Another advantage he outlines is that by using TriFact365, they can authorise receipts. This keeps the accounts clean and wrong receipts can be caught before they actually enter the books.

Not full again

For Denian, it is crucial to make sure not only the moving box gets empty, but that it stays empty. Regarding this and other benefits he says he is glad he found TriFact365. “I just hate bookkeeping, the less time spent on it the better. By using TriFact365 I process the right documents in no time. Then in Twinfield, all I have to do is press accept and I have ninety percent of the bank book booked. Fantastic, right?”

The post How MKBrecht.nl handles accounting efficiently with TriFact365 by preventing errors correctly appeared first on TriFact365.

Large industrial projects

De Gilde Groep is a Meppel-based company that has years of experience in the recruitment and deployment of skilled workers on large, industrial projects. These projects focus primarily on precast, concrete construction and electrical engineering. In the approach to these projects, the Guild model is integrated into all processes and systems. The six steps of this model ensure an appropriate approach, enabling The Gilde Group to offer great added value in the successful completion of these projects.

Different departments

TriFact365 spoke with Gillian about how TriFact365 supports her in her work and exactly how the work processes are designed. As an employee in the financial administration department, Gillian works in a varied environment. One of the elements that make her work challenging and dynamic is that the company is divided into different departments. These include a department for electrical engineering projects, a department focused on construction or a specific department focused on precast concrete.

Automation and time savings

For the invoicing that is inseparable from the activities of these departments, De Gilde Groep works with TriFact365. Thanks to the high level of automation, De Gilde Groep no longer needs to perform a lot of operations manually. An invoice uploaded into TriFact365 via email can be transferred to the accounting package within seconds.

Legal control by accountant

Not only booking the invoices is crucial in processing the invoices of the different departments. In fact, it is also important that each department can do its own particular, conclusive accounting of expenses. Here, TriFact365, supports De Gilde Groep by providing a process of approval with an audit trail. Thanks to this way of working, De Gilde Groep can comply with the auditor’s statutory audit.

The post De Gilde Group automates billing with TriFact365 to accomplish large, industrial projects appeared first on TriFact365.

Increasing numbers

On January 1, 2014, Gert Buist and a business partner took over the company KlusHeeren, because they saw great potential in it. The vision was to roll out the concept, then focused only on the Amsterdam region, nationwide. Over time, they chose to shift their focus to the business market instead of the private market. The growth resulting from these choices led to the processing of an increasing number of purchase invoices.

Processing invoices is a time-consuming process, but it must be done in order to pay suppliers and self-employed people on time. Gert saw a major challenge in managing this growing invoice flow. To prevent the financial administration from having to grow significantly, KlusHeeren decided to digitize their invoicing process with TriFact365.

Lots of variation

KlusHeeren pairs business customers with retired professionals. You can think of using retired professionals who work for the technical service in various hotels. “There is a great shortage of technical professionals. Moreover, people from this target group often have a lot of life experience and excellent communication skills. KlusHeeren ensures that they can continue working in a way that suits them. They are looking for flexibility and then work two or three days a week. We make sure we have clients who can deal with this”

Working with freelancers involves a wide variety of invoices, and processing those various invoices can become a labor-intensive and time-consuming task. Gert oriented himself online with the question in the back of his mind of how he could now digitize this varied flow. TriFact365 fortunately enabled KlusHeeren to meet this challenge.

Approval process

The first step in this invoice flow digitization process was to create a trial account with TriFact365. Once the account was set up, KlusHeeren was able to upload their invoices and have them automatically recognized and processed. The next step is to approve the invoices. In fact, once the invoices are uploaded, TriFact365 sends them to the approver for review.

This person checks that the invoice is correct, that the services or goods have been delivered and that the invoice has been booked correctly. Then the invoice is approved or disapproved. TriFact365 enables KlusHeeren to approve invoices with a few clicks, eliminating the need for manual approval and speeding up the process considerably. “With us, in terms of booking invoices, nothing goes physical anymore. We have taken that step.”

New initiatives

Overall, TriFact365 has made life easier for KlusHeeren by providing them with an automated invoice processing solution that is reliable and efficient. This has enabled the company to grow strongly and also take on new initiatives. Gert Buist: “We have now also started ZilverWerkt. ZilverWerkt does for the hospitality industry what KlusHeeren does for technical people. We help retired hosts and hostesses find a nice workplace in the hospitality industry.”

The post How TriFact365 is helping KlusHeeren grow appeared first on TriFact365.

“Succes Schoonmaak stands for quality at a good price. Personal attention is central to this. Attention for the employees who, in turn, convey this to the customer. Going the extra mile when requested.”

Like Success Cleaning, TriFact365 aims to exceed customer expectations. TriFact365 does this by offering a scanning and recognition solution at a competitive price and by using the latest technologies: artificial intelligence, machine learning. Our aim is to be one per cent better than the day before. This involves not only the software, but also the service from Sales and Support. For example, TriFact365 has fixed points of contact for customers in order to provide a quick and personal response to customer queries.

TriFact365 as part of a LEAN organisation

To exceed expectations, processes need to be aligned. Investing in the future is then necessary. Mechanisation and digitalisation is the future for Success Cleaning. Fewer hands, more machines. This is inspired by Succes Schoonmaak’s business vision based on LEAN, as well as the shortage in the labour market.

LEAN is a vision and way of working in which everyone in an organisation focuses on creating value for the customer in all conceivable processes. With the ultimate goal of increasing quality, shortening lead times and reducing costs. In short, achieve greater efficiency. But more importantly, being able to respond quickly to customer requests.

“LEAN is the starting point for our company, including for our back office. The main challenge in this is having data available at all times where there is no dependence on individuals. At the end of 2021, in response to the aforementioned challenge, we started the transition to a new ERP package and the implementation of TriFact365. The aim of this transition is a fully digital invoice processing. TriFact365 helps us achieve this goal.”

TriFact365’s scan and recognise solution can be linked to various accounting software packages. This creates an accounting workflow where the invoice processing process is digitised from start to finish and the data is always available. Invoices are uploaded by e-mail after which they are authorised online and the booking proposal is checked. In this way, TriFact365 ensures that paper invoices no longer need to be booked manually.

Permanently exceeding expectations

“Exceeding expectations is also managing expectations. Success Cleaning looks at customers’ needs and budgets. On this basis, we offer a suitable solution. We explain the choices we make in the offer to the customer. Even if the customer’s situation changes. The final experience for the customer is as high as possible within each offer.”

For TriFact365, expectation management is key when it comes to creating a WOW moment for the customer. TriFact365 tries to do this by matching customer expectations and experiences. To achieve this, during the free onboarding or support, we answer questions such as: What is TriFact365’s vision? What features are available? What do I need to pay attention to? We ourselves also ask the customer questions: What are you looking for? What do you want to achieve? What expectations do you have of the product/service? All this to create a positive customer experience. Updates and new functionalities are also part of the customer experience. TriFact365 aims to offer a complete product for all our customers to use. Keep an eye on our updates!

“The WOW is in the little things we do for the customer and especially for the people who experience our end result.”

The post Success Cleaning: Exceeding expectations is where TriFact365 plays an important role appeared first on TriFact365.

Technical improvements

Spark Design & Innovation collaborates around the world to develop and improve technically sophisticated products. Based on a client’s needs and questions, products and improvements are developed. Spark focuses specifically on developments in industry, robotics and the medical sector.

“The other day we received a question from a manufacturer if we could help make their cargo bike modular. Our new, modular design saves a lot of space in transportation and that saves this manufacturer tremendously in transportation costs.” The costs of such projects need to be accurately accounted for. The partnership between TriFact365 and Spark arose from Spark’s desire for more professional design of the process to account for costs.”

Working professionally

At Spark, it is incredibly important that several people give their approval before an invoice is paid. Previously, that process was complicated for Spark because colleagues had to be physically present in the office to do so. TriFact365 spoke with Karien who was responsible for the improvement process. She recalls a memory of how things used to be: “We literally walked to a colleague’s desk with a receipt in hand to ask if the information was correct.”

The Corona pandemic outbreak made the deficiency in this way of working palpable, but that was not the only trigger. Having to physically collect receipts and invoices can easily lead to loss of important information and create ambiguity. Reducing this susceptibility to error was another reason for Karien to review this process and ultimately choose TriFact365. “We need accountability and our data just has to be right,” she says.

Important criteria

Once the decision was made that the way of working needed to be examined, Karien and her colleagues established criteria that were important in their way of working. Because Spark collaborates a lot on a project basis, the right costs need to be allocated to the right projects. This project processing was one of the first criteria formulated.

In addition, the approval of a particular invoice may go over several layers. For example, approval may need to be given at several levels. This was another important criterion and described by Karien as a “must-have.” Finally, it was important that the new way of working be less cumbersome than their old way of working. Fortunately, by choosing TriFact365, they were even able to increase the speed of the process in which expenses are approved.

The choice

Once the criteria were clearly formulated, Karien started looking for different parties to conduct interviews and watch demos. After this search, only two parties remained that were serious candidates for cooperation. Eventually the choice fell on TriFact365: “Invoices are easy to upload, people no longer have to be physically present to approve an invoice and we can set up a good structure. For our company, it just works well.”

The post Spark deploys TriFact365 to accurately account for costs appeared first on TriFact365.

From an attic office into a multifunctional business environment

Arne Timmerman, CTO at YourSurprise, tells about the origins of YourSurprise:

“Founders Wouter and Gerbrand started YourSurprise in an attic office after their student days in 2005. The main reason was that they both wanted to be entrepreneurs. Working for a boss was not in their blood. In the aforementioned attic office, they started a website selling personalised CDs for birthdays and other memoral moments. This was not an instant success, but the idea of personalisation proved to catch on. The concept of personalised gifts was then further developed into the webshop it now is with a beautiful multifunctional business premises in Zierikzee for 300 employees.”

From paper to online

In 2016, Bram Buijs joined YourSurprise as business controller. About his early days at YourSurprise and the introduction of TriFact365, he tells:

“When I joined YourSurprise in 2016 as the new business controller, I wanted to digitise. Paper invoices were processed into a journal entry and for an approval, invoices had to be send around the whole company. I wanted the entire invoice processing to be digitised. By testing various solutions, I was able to get a good idea of the (im)possibilities of each solutions. Ultimately, the choice fell on TriFact365. The cooperation we have with them since 2016 has been very valuable for us.”

“YourSurprise’s motto is: We listen to our customers’ needs and wishes and they guide our decisions. This is also what we have experienced in the past and still do experience with TriFact365. An example: as a webshop, we have a large customer database (more than 300,00 unique customers). Initially, it was difficult to extract all these customers from the accounting software. TriFact365 then ensured that this was possible. The development of our wish has been positive not only for us, but also for TriFact365’s other and future customers.”

A long-term meaningful relationship

So what makes that TriFact365 and YourSurprise have a long-term relationship for several years now? Arne tells:

“There are several providers of scanning and recognition solutions, but among other things the user-friendliness made us choose TriFact365 in 2016. The reason we still use TriFact365’s software today, besides the aforementioned user-friendliness, is the value for money. There are solutions that are much more complex and therefore more expensive, but because of the complexity don’t always do what they are supposed to do.”

Bram adds:

“YourSurprise has only grown since starting with TriFact365. We process many more invoices than in the early days and TriFact365 does exactly what we need and want.”

YourSurprise, TriFact365 and the future

TriFact365 offers a generic scanning and recognition solution that can be linked to various accounting software packages. Updates are extensively tested and are a minimal burden for the customer. All new features can be used by all customers.

Arne and Bram tell about the developments at TriFact365:

“Of course, there is always something left to be wished for. For example, we work with the Authorisation module where invoices are presented for approval via various approval workflows. Further flexibility in assigning or changing workflows is an update we very much welcome. TriFact365 is continuously working on improvements and this one is also on the roadmap. This makes us very happy.”

The post YourSurprise: We listen to the needs and wishes of our customers just like TriFact365 appeared first on TriFact365.

What is Robotic accounting?

When people talk about Robotic accounting, they often also talk about Robotic Process Automation. Robotic Process Automation (RPA) means replacing repetitive and predictable operations (business processes) with automation (robots). Criterion here is that additional software is deployed alongside existing software.

When do we speak of robotic accounting? Robotic accounting is related to administrative systems and is based on the premise that employees and entrepreneurs are taken care of. In concrete terms, this means that the actions involved in keeping accounts are taken over by a computer. Think of automatic booking proposals based on OCR, artificial intelligence and machine learning as with TriFact365.

Learn more about the future of Robotic accounting, read the blog Robotic accounting as a space race with 4 benefits for accountants.

About Kantoor van de Mortel

The term Robotic accounting has been used and embraced by administration and accounting firms for years. This is also the case at Kantoor van de Mortel, a real Brabant accounting firm based in Deurne. Hans Coppelmans, co-owner, talks about the office:

“In the mid-nineties Kantoor van de Mortel was created from a split off from a larger organization. The passion to continue supporting the small, local SME, and not to go along with a takeover by an international organization, was the reason for this. Kantoor van de Mortel is located in Deurne and 10 employees represent the interests of our clients, SME entrepreneurs. This involves administration, filing of tax returns, preparation of financial statements, payroll administration and consulting.”

First step to automation

Every administrative office today uses accounting software and additional software to support its clients. In the early years, this was software installed on a laptop or computer. Later came server installations for the entire office. Today, most solutions are offered in the cloud.

“Around 2015, we took the first step toward robotic accounting. We then used an on premise scan and recognize solution until 2018. This was satisfactory, but we were looking for a solution that was available in the cloud. It was the wish of our customers to be able to book invoices online themselves. After researching various solutions, our choice fell on TriFact365. This was based on the user-friendliness and rates. The user-friendliness is evident, among other things, in the easy way to link with various accounting software packages. Whether it is AccountView, SnelStart or Visma eAccounting we can link TriFact365 to it. In addition, we keep control because we can step in for customers who book the invoices themselves when needed.”

Benefits of a cloud solution

TriFact365’s scan and recognize solution offers a solution for fully online delivery and processing of invoices and receipts. TriFact365 is constantly evolving with the goal of using our solution to assist offices in their development towards robotic accounting. To achieve this, new functionalities are regularly introduced. For example, our solution provides automatic line recognition and this is supplemented with data regarding ledgers and VAT codes, which are based on historical bookings.

“Robotic accounting, the dot on the horizon for every administrative office.”

The post Kantoor van de Mortel looks to the future of accountancy with TriFact365 appeared first on TriFact365.

Small investment, recurring effect

LED ONLY starts around the time LED lighting first makes its appearance. They acquire a name for themselves by collecting and importing the best components. Henk, owner of LED ONLY, says they can additionally add value by talking to companies and entrepreneurs about efficiency.

“The other day I came into a warehouse, where the lights were on all day, while for a large part of the space only half an hour of lighting was needed in the morning – during unloading. Then one of the most important questions I ask is, ‘What exactly are you doing here?'”

Henk applies the same way of thinking to other business processes. That’s also how he ended up with TriFact365. TriFact365’s software allows him to forward invoices automatically and collect them that way. A small investment in this process saves him time and time again.

Different aspects

The current energy tariffs are already causing many SME companies to change their thinking when it comes to energy consumption, Henk has noticed. Nevertheless, he is convinced that there are still gains to be made at many companies: falls “Previously, smaller companies paid 18 cents per kWh, then you earn back an investment in LED lighting in three to five years.”

With current energy rates, the investments are only more attractive. “Companies now pay up to 44 cents per kWh. An investment then pays for itself within a year.” At the same time, Henk cautions against making hasty decisions when making purchases. Looking at LED lighting, he notices that there is a lot of difference in quality.

For Henk, a good quality product consists of more than just a favorable purchase price; other facets such as implementation or product life also play a major role. “You can ask yourself whether it is really that cheap if you buy lamps that after a few years no longer emit any light and you are forced to replace everything.”

He cites TriFact365’s solution as an example where different aspects of the product were considered. “I started with the trial version, which was easy. The next step was to implement the system, that process also went smoothly. In addition, I was able to get to Support quickly if I had any questions.” Points that make TriFact365 offer high quality, and by which you notice that TriFact365 is a company that wants to do better every day than yesterday.

Realize that it’s not just a light bulb hanging from the ceiling; it’s actually a large, invisible expense

Future Ambitions

The main thing he wants to focus on with LED ONLY is to continue to drive urgency when it comes to the gains to be made in lighting. He notices that LED lighting is still often associated with a chilly look, whereas thanks to current developments this is no longer the case. He would like to dispel such prejudices. Henk indicates that he will continue to work with TriFact365 so that he can better focus on the work that is really important to him.

The post TriFact365 and LED ONLY, together against waste appeared first on TriFact365.

“The starting point for us and the client is the convenience of automated accounting. We no longer wanted folders with administrations to be brought to the office. There had to be an easy digital way for our clients to submit their invoices and receipts. TriFact365 relieves us and our customers of this. Whether it is delivering invoices by e-mail or photographing a receipt with the mobile app. TriFact365 offers a user-friendly solution.” So says Jeroen Berger, co-owner of EnWijDoenDeRest (part of PoortEijk).

What does automated accounting deliver?

Saving time and reducing costs. These are the main gains achieved by using TriFact365. The booking suggestions and settings available in TriFact365, such as a standard ledger and description, mean that firms like PoortEijk spend less time processing invoices. Time savings that benefit the firm’s costs, as well as those of their clients. Thus, using TriFact365’s scanning and recognition solution, the service can be shifted to consultancy and administration processing can be offered in the form of a subscription.

“With EnWijDoenDeRest, we offer full support to self-employers in terms of his/her administration for a fixed amount per month. Within this subscription, we provide invoice processing, bank processing, VAT declaration, preparation of annual figures, income tax, proactive advice and are available for questions and advice. At PoortEijk, services are also offered in the form of a subscription. Here, we work on the basis of modules that are activated according to the customer’s needs. The customer pays according to their needs. This is all possible through the use of TriFact365.”

What does automated accounting look like?

PoortEijk’s automated accounting, the processing of purchase and sales invoices, is an online and digital process from start to finish. Invoices are forwarded by e-mail to TriFact365. A booking proposal is then presented using the combined power of artificial intelligence (AI), machine learning, and OCR software. This proposal is then checked and sent online to be entered into the accounting software as an entry with a linked invoice.

“Besides choosing TriFact365, we chose to work with one accounting software package, AFAS. By combining these 2 systems, we are able to give all our customers the service they want. An additional module like authorisation gives customers control over the invoices received and with a dashboard the customer has the latest state of affairs when it comes to their administration.”

PoortEijk and the future together with TriFact365

“From the first contact, we have been very happy with TriFact365. We both stand for personal and proactive contact with the customer and we both want to provide high-quality services. Providing feedback on new and already developed functionalities is appreciated and valued by TriFact365. We see that TriFact365 takes our feedback to heart and develops what we as a firm need.”

TriFact365 appreciates the feedback from all its customers and when developing functionalities, we look at broad applicability to all our customers. One of the guiding principles when developing functionalities is user-friendliness. Users must be able to act intuitively. For this reason, the layout of the screens in TriFact365 has been adjusted and additional functionalities have been added. This includes extra filter and sorting options, but also the availability of extra buttons in the control screen to, for example, convert invoices from sales to purchase and vice versa.

“The latest developments make working with TriFact365 even more user-friendly and efficient for us. We are eagerly looking forward to the new developments. There are great things to come.”

The post PoortEijk innovates: user-friendly digital accounting with TriFact365 appeared first on TriFact365.

This spring Flex Rent chose the software of TriFact365. In late August we spoke to Niels van de Rijzen of Flex Rent about the choice for TriFact365.

Easy implementation

Niels: “As a company that wants to actively contribute to a zero-emission future, it is difficult for us to process our invoices on paper. We therefore started looking for a solution to digitize the invoice process. I was already familiar with similar solutions, but these required an extensive implementation process and therefore the costs would quickly mount up. Via an Internet search we found TriFact365. After requesting the free version online, we were able to get started with it very easily ourselves.”

Fully digital

We asked him about the benefits of using TriFact365: “All invoices are automatically sent to TriFact365. Immediately upon receipt, there is already a draft entry ready. While checking this concept we assign the invoice to an approver. The invoice then already appears directly in our administration, and is automatically made payable as soon as the approver has given his approval via TriFact365.”

Never search for invoices again

“Every invoice we have received since May is, thanks to TriFact365, linked as a digital attachment to the entry in our accounting package. I can open these with a single click. This is extremely handy because I never have to search for the invoice again.”

About Flex Rent

Flex Ren is committed to speeding up the transition to zero-emission vehicles for municipalities. By renting vehicles with the cleanest Euro 6 engines, together we stop buying polluting cars. This autumn, we will be putting our first fully electric vehicle into service, taking the next important step towards completely emission-free!

About TriFact365

TriFact365 is a Dutch FinTech company, founded in 2012. We are a provider of software that allows administrations to be processed completely paperless. At the moment over 20.000 organizations are using our software.

The post Flex Rent chooses invoice processing software from TriFact365 appeared first on TriFact365.

Patrick Oling, Head of Finance at Highland Group, tells about the company:

“Highland Group is run by a management board consisting of brothers and sister Hoogland. The daily management of the company is in the hands of the brothers. After father Hoogland handed over the company to his children, they further expanded the property portfolio. The vision of Highland Group is that all the acquired properties are located within walking distance of each other in the inner ring of Amsterdam.”

Boutique hotels are a customer experience

The hotels within Highland Group’s portfolio are, with the exception of Hotel Tourist Inn, all boutique hotels. So what is a boutique hotel and what does it stand for? Patrick is happy to explain:

“A boutique hotel is an approachable hotel. As a guest, you are welcomed with a cup of coffee at the regulars’ table, so to speak, and you are given time to arrive. Only then does the business aspect of the hotel visit take place, such as handing over the keys. The experience and attention for the customer is central during the visit. We try to create a homely atmosphere so that the customer’s stay is a positive experience. Word-of-mouth advertising is the best advertising you can wish for as a hotel.”

The customer experience that Highlang Group strives for with its boutique hotels matches TriFact365’s vision when it comes to the use and support of the scan and recognise solution. The goal of TriFact365’s vision is to exceed the expectations of a customer and to provide a positive customer experience.

TriFact365 for an own positive experience

In order to make Highlang Group’s own experience with the processing of invoices more positive, the scanning and recognition solution of TriFact365 is used. Sylvia Blonk, administrative assistant at Highland Group, explains:

“In 2015, we at Highland Group wanted to make our processes related to invoice approval more efficient and future-proof. Until this time, a signature for approval was put on a physical invoice by the management and the board of directors. Invoices had to be sent between different locations and invoices were left lying around because there was something that needed further investigation. TriFact365’s software has digitised this process for us.”

TriFact365 offers Highland Group the opportunity to fully digitise the approval process. After checking the booking proposal, invoices are presented to the responsible manager and board member for approval. Manager and board member can then use the mobile app or the portal to approve the offered invoice. When offering the invoice for approval, TriFact365 temporarily blocks the booking for payment. By giving an approval, the booking is released for payment and can be included in a payment batch.

Expectations of Highland Group

With the use of TriFact365 Highland Group has been able to test its expectations: Has the use of TriFact365 made the work easier and made it future proof? Sylvia looks back on her own expectations and experiences:

“The use of TriFact365 for giving a digital agreement went smoothly. It is a pleasant solution where we can both approve and receive an automated booking proposal. In the beginning it was not possible for us to enter all the data for a complete booking. TriFact365 has shown in recent years that they continue to develop. Now we can make the booking we want, including payment reference and accrual.”

TriFact365 has proved to be a positive customer experience for Highland Group. Both when it comes to the software and the contact with Support and Sales.

The post Highland Group and TriFact365 stand for customer experience appeared first on TriFact365.

In February, Pulsum accountants & adviseurs already announced it: The accounting firm based in Haarlem made the switch to TriFact365’s invoice processing software. A few months later we look back with Marleen and Barbara.

Marleen: “One of the important reasons why we chose TriFact365 earlier this year is the Fixed subscription where you don’t immediately pay extra when a customer delivers a large bulk of invoices. In TriFact365 this is automatically compensated for by customers who have fewer invoices in that month. Barbara complements her: “Furthermore, we had a number of trial sessions at the beginning of this year and that just went really well.”

Easy to implement

Barbara: “I mainly helped to communicate the new way of working to our customers. The installation and assignment of mailboxes and suchlike was very easy, so it was settled very quickly. It was also very easy to divide up the customers within TriFact365 so that you have a clear overview per person of what you still need to book for which customers. We did not have such an overview before, which is very pleasant.”

Working efficiently and in a structured way

Marleen: “It’s also very nice that TriFact365 has one e-mail address per customer where the customer can send all his purchase and sales invoices. And if we want to copy extra information from an invoice, we can do that very easily by clicking on the information on the invoice.”

Barbara: “Installing TrIfact365 has been an incentive to encourage customers to send in their invoices more regularly. It has also given a lot of structure internally. In TriFact365 it is very easy to see what your workload is and based on that you can plan your day. These things together provide efficiency. Getting rid of the workload not only gives structure, but also satisfaction. It gives a good feeling when you have been able to get rid of your entire workload.”

About TriFact365

TriFact365 is an independent Dutch FinTech company, founded in 2012. We are a provider of software that allows financial documents to be efficiently read into a wide range of different accounting packages. Hundreds of accountancy and administration firms use our software.

About Pulsum Accountants & Advisors

Pulsum accountants & adviseurs is an accountancy firm based in Haarlem, recently moved to the Haarlemmer Stroom in the Waarderpolder. The name refers to the pulse of life. In quiet times the pulse of activity is low, in turbulent times it is high. Pulsum’s advice adapts itself to the rhythm of your company. Pulsum is open to new clients: Please contact us without obligation.

The post Pulsum accountants & advisors has chosen TriFact365 appeared first on TriFact365.

“We want to support and advise during the entire life cycle of the company – Clear business together.”

As a lifelong partner, ZMGroep wants to be connected to entrepreneurs. They manage to achieve this through a tight core team with little turnover. Entrepreneurs can therefore rely on continuous quality and proactive advice.

TriFact365 helps ZMGroep to realise its ambitions

Together with the client ZMGroep wants to do clear business, and think and act from the opportunities of the client. Spending a lot of time on administration is not what entrepreneurs want. They want it to be as easy as possible and the administration to be as efficient as possible. Digital, up-to-date and accessible anywhere are the starting points for the administration. Since 2019, ZMGroep has been using TriFact365. With TriFact365, ZMGroep sets up the administrations with the most modern digital possibilities in the field of scanning and recognition and authorisation. This is to achieve the ultimate goal: accurate and up-to-date financial management information for the entrepreneur.

“By default, we connect entrepreneurs who use Exact Online or AFAS to TriFact365. This is about 90% of the entrepreneurs supported by Zwart Mul, one of the three ZMGroup companies. All linked administrations use the scan and recognise solution and some of the entrepreneurs also use authorisation and/or confirmation. Biggest advantages for us and the entrepreneurs are: everything is digital, it is user friendly and receipts can be uploaded with the mobile app”, says Marco Leijenhorst, System Administrator at ZMGroep, about the use of TriFact365.

Deployment of TriFact365 with entrepreneurs

One of the first entrepreneurs to work with TriFact365 from Zwart Mul is a sports travel provider. Antal Bos, Assistant Accountant at Zwart Mul, tells about this client’s use of TriFact365:

“This client has been using TriFact365 since 2019 to book their invoices independently. Zwart Mul only advises them on questions they have about the entries to be made and checks the accounts quarterly. For us, the check can be done quickly because the booking proposals from TriFact365 are complete and thus lead to correct bookings by the client.”

Antal tells about another entrepreneur, devisers of media campaigns, who uses TriFact365 via Zwart Mul:

“The reason for this entrepreneur to use TriFact365 is the quality of the scan and recognise solution. In the past they used the scan and recognize module of Exact Online. For many invoices, time was lost with this solution when checking the booking proposals. In many cases, new suppliers were recognised while an existing supplier was involved. Due to the quality of the recognition of TriFact365, only the really new suppliers are now presented as new. Because of this, the processing time of booking proposals is strongly reduced. An additional advantage of TriFact365 is the mobile app for submitting receipts.”

By deploying TriFact365 at 90% of its customers, ZMGroep ensures that entrepreneurs can focus on business.

The post ZMGroep does clear business with TriFact365 appeared first on TriFact365.

In the first quarter of 2022, the family business from Brabant made the choice to start processing purchase invoices via TriFact365. A few months after the successful implementation we spoke with Financial Controller Maikel Smits

Maikel: “On 1 January 2021 we switched to AFAS as our ERP system. AFAS is fully committed to e-invoicing, but in daily practice we still receive 90% of the invoices as pdf files. Once the implementation of AFAS was completed, we started looking for a more efficient way to enter those pdf invoices into AFAS.”

“We compared different providers of Scan and Recognize software. In doing so, we looked at the capabilities of the different packages and also considered the cost aspect. Once we started using the free version of TriFact365, we immediately realized that TriFact365 was going to save us a lot of time.”

Significant time savings when entering invoices

Three months later it appears that this first impression is still correct. Maikel: “In TriFact365 you get a concept booking based on the pdf file, which automatically recognizes the correct creditor, ledger account number, invoice amount and VAT code. In most cases, this concept can be forwarded to AFAS with one push of a button, without any modifications. The time savings compared to the old way of working is considerable.”

About TriFact365

TriFact365 is a Dutch FinTech company, founded in 2012. We are a provider of software that allows financial documents to be read largely automatically into a wide range of different accounting packages. At the time of writing over 20,000 organizations use our software.

About Van Driel Group

Van Driel is a Brabant family business located in Oss and Cuijk. The organization exists for almost 50 years and has grown into a major logistics player in transportation of students, groups, wheelchair and patient transport and airport transportation. They do this with an extensive fleet of cars, buses and coaches. In addition, they also offer the possibility to rent cars.

The post Van Driel Groep chooses Scan & Recognize software from TriFact365 appeared first on TriFact365.

SeaMar is a global offshore service provider. Since 2000 SeaMar has been active in the field of managing vessels for third parties (Vessel management). Over the years, activities related to ship agency and logistics (Agency & Logistics) and services with its own offshore support and guard vessels (Schipping and Guard vessels) have been added. Esther Groet, Office & Communication Manager at SeaMar, says about SeaMar:

“SeaMar offers various services at home and abroad. For example, our offshore support vessels are currently moored off the coast of America and the Netherlands. Here, the ships and their crews carry out work for the oil and gas industry and the offshore wind industry, among others. The work for these types of vessels consists of, for example, inspecting the seabed, serving as a platform for diving activities and carrying out checks and maintenance. In addition to support vessels, we also have guard vessels under our own management. With these vessels we guard objects and waterways. From SeaMar we also offer services to third parties. Think of the clearance of ships when they enter the port and the delivery of goods (Agency & Logistics) or the manning and planning of maintenance of third-party ships (Vessel management).”

From paper invoices to digital invoicing

Because SeaMar offers a variety of services there are also different budget managers and processes. In order to use one procedure as much as possible and to ensure that no invoices are missed, SeaMar has chosen TriFact365. Marion Balkema, CFO at SeaMar, explains the following about the choice to digitize:

“We started as a small company in 2000. Everything was manageable then. Times changed and we became bigger and busier. At some moment you get to the point where a change is needed. I saw more and more bills lying on desks. You then think to yourself that it can and must be done more efficiently. On top of that there was the Corona pandemic, which meant that people started to work from home more often. In order to process invoices smoothly in this situation, automation and digitalization are necessary . In 2020, we took the step of digitizing the processing of invoices.”

95% of the invoices is delivered digitally

Together with the accountant, SeaMar chooses to digitize with TriFact365 in 2020. TriFact365 offers SeaMar the possibility to have invoices delivered digitally by suppliers. In this way, more than 95% of the invoices will be immediately available digitally and can be processed online.

“I had set myself the goal of no longer working with paper invoices or loose receipts. Exceptions excluded. On October 1, we started using TriFact365 and as of October 14, 2020, we no longer accepted paper invoices. The feeling with TriFact365 was right from the start. It was like we had never worked any other way. By also uploading receipts with the mobile app, no more invoices or receipts are left lying around and we can work more efficiently and quickly.”

From start to finish digital and online

In addition to the digital delivery of invoices and receipts, SeaMar also uses the authorization function in TriFact365. This allows them to present invoices to various budget managers for clarification and approval. By using authorization, each invoice can be booked in the right way.

“Per company we assign responsible budget managers in TriFact365 who authorize all incoming invoices and receipts for their assigned company. The responsible budget manager checks the order he/she has placed and gives his/her approval with a possible comment. Based on the authorization, Esther and I (ed. Marion) can book the invoices correctly with any chargeback.”

“We are so excited about TriFact365 that we have recommended it to a fellow company!”

The post Invoices lying around are a thing of the past at SeaMar with TriFact365 appeared first on TriFact365.

Earlier this year, the retail chain chose to process invoices with the business software of TriFact365 in addition to Exact Online.

Bas de Wit: “During a winter vacation, I saw how a friend and fellow entrepreneur was rapidly updating his administration on his laptop. He then showed me how quickly and easily this is done using TriFact365. After this, my colleague Jan and I quickly started using the free version of TriFact365.”

Invoices always easily available online

 “When I used to need an invoice I always had to ask Jan if he could look it up for me. In the online archive of TriFact365 I can easily retrieve invoices myself. I do not have to log into the accounting package to do this. This is now 10 times easier than before.”

About Non Stop Fashion

Non Stop Fashion is a chain of clothing stores with branches in Amersfoort, Houten, IJsselstein, Vleuten and Woerden. In addition, Non Stop Fashion also has a webshop.

About TriFact365 

TriFact365 is a Dutch FinTech company, founded in 2012. We help entrepreneurs process their administration efficiently. At the time of writing, over 20.000 organizations use our software.

The post Non Stop Fashion chooses invoice processing software from TriFact365 appeared first on TriFact365.