Great that you're taking a step further in organizing your administration.
Below, we share some tips & tricks to ensure that you get off to a flying start and truly benefit from the optimization!
Updating creditor information
For the recognition of invoice data, it's important that the creditor information is as complete as possible and, of course, up-to-date.
Make sure this information is complete and correct in your financial package:
IBAN
Chamber of Commerce registration (KvK)
VAT number (Btw)
Workflow/Authorization
With Easy1 (from Kickstart onwards), you have access to highly flexible workflow/authorization capabilities. Think carefully beforehand about what is important in the approval process and how you can differentiate between the types of invoices that come in and the associated workflow.
Also, consider the future: leave room between the different priority settings. For example, work with increments of 5 or 10.
By setting priorities, you can avoid conflicting schedules. Imagine you want all invoices up to 500 euros to be approved by Jan and Piet (Priority 1). But for Supplier X, who invoices up to 500 euros, this should go to Kees and Klaas (Priority 5).
This way, an invoice from Supplier X with an amount of 250 euros will be sent to Kees and Klaas.
Read more here about setting authorization schemes.
Authorization for information purposes
A director who prefers to personally approve all invoices, but at the same time significantly slows down the process? Then be sure to consider our feature to inform users about invoices, expense claims, purchase requests, or payment plans.
You can also set this up so that the user is only informed up to amount x, but above amount x, the user is included in the approval flow as the final approver.
Mailbox setup
For each administration, you need 1 email address where invoices come in. For example, 'invoices@companyname.com' or 'invoices@companyname.nl'. This makes it clear that only invoices should come in and not questions or advertisements. It's most convenient if you have a forwarder set up to your Easy1 email address on this mailbox, so invoices come in automatically in Easy1.
Educating suppliers
Send a mailing to all your suppliers informing them that you are starting digital invoice processing and what conditions invoices need to meet to be processed as quickly as possible.
Your colleagues
In Easy1, you work together, so involve your colleagues in the new process.