From Ambition to Realization
Back in 2007, TU Delft began automating their invoice processing. When Basware launched an updated version, new questions arose about the expansion possibilities of the system. Deloitte Consulting was brought in and the result was a plan full of ambition, with potential to save ten percent annually. But, as Sandra Heuvelman, responsible for document flow, points out, "At the time, many companies did not know how to send xml invoices. It took time and knowledge to get them on board."
The 4Exchange Era
With the help of the 4Exchange platform, TU Delft was able to create e-invoices in xml format receiving. The portal transformed invoices into TU Delft's desired format, enriched with all necessary attachments. However, before being delivered, they first passed the 4Exchange Validation Service. This system automatically enriches incoming invoices with data from the ERP system and rejects invoices that do not comply with business rules. Heuvelman says, "As a result, invoices with additional information arrive immediately at the right place and incorrect invoices can be returned automatically."
Onboarding: A Shared Mission
Engaging vendors on the 4Exchange platform was no easy task. Initial progress was slow, partly because suppliers needed time to adapt. 4Exchange supported TU Delft with essential documentation and insights. A year later, almost 50 percent of invoices were already coming in via e-invoicing. "The knowledge is now widespread, allowing us to further refine our billing requirements," adds Heuvelman.
Future in View
In September 2018, TU Delft challenged 2,000 suppliers to xml e-invoicing. This approach worked, with nearly half of these suppliers now connected to the 4Exchange platform. More and more TU Delft orders are being placed on this platform. This allows suppliers to easily convert a purchase order to an e-invoice. The ultimate goal? Touchless processing: a fully integrated exchange of orders and invoices between supplier and customer.
