What is ExFlow?

ExFlow is a program that can process incoming invoices automatically. This means mainly two things. First, that the invoices can always be called up electronically and, second, that the program supports the entire process, which makes the processing of incoming invoices faster, easier and clearer. The program consists of two main parts. ExFlow is one, ReadSoft is the other. ReadSoft is OCR software (optical character recognition), which means that ReadSoft can automatically recognize certain parts of an invoice such as the invoice-number, the net amount, the gross amount, etc. In contrast to manual processing, the important parts of an invoice no longer have to be entered into the system, which leads to an easier and faster way of processing invoices. Afterwards the invoice will be sent to ExFlow, where further processing takes place. Here, too, it is no longer necessary to do all the steps by hand. How much remains to be done depends on the type of invoice, more on this topic later, but in any case the working time per invoice is reduced. In addition, as mentioned above, all invoices can be viewed in ExFlow. This leads to a much clearer workflow and much more clarity about the current status of an invoice.

Changes because of ExFlow

This will of course lead to some changes. The first change is that all incoming invoices are only processed electronically. The fact that the invoices are only processed electronically leads to some more changes. First, the invoices are also checked and approved electronically. This is all part of the program and will be explained in more detail later. Second, there will no longer be any physical storage of invoices. All invoices are only found electronically. With the new program it is no longer necessary to have a printed version of an invoice, which leads to a saving on paper and thus lower costs and less impact on the environment. The workflow is also being changed a little. Before ExFlow, the invoices were first checked and approved by the responsible clerks and then processed by the accountants in a second step. With ExFlow this process is reversed. In the first step the accountants process the invoices and in the second step the responsible clerks check and approve the invoices.

Hereafter the process will be explained in more detail. However, it should be noted in advance that the process differs slightly depending on whether a logistics invoice or a costs invoice is processed. Logistics invoices are further calculated directly to the customer, whereas costs invoices relate to own expenses and are not further calculated directly to the customer. An invoice from a transport company would therefore be a logistics invoice, while an invoice for maintenance would be a costs invoice.