After implementing Isah’s ERP package several years ago to automate all core business processes, the internationally operating machine manufacturer Unisign wanted to tackle invoice processing as well. Isah recommended reaching out to 4CEE, the software specialist’s business partner in the manufacturing industry for automating invoice processing systems. “Their solution, 4CEE Invoice, fits perfectly with what we had in mind: it does what it’s supposed to do, without any fuss. It’s very straightforward for us and serves as the foundation for the insights we want to gain to improve our business processes,” says Niels Mooren, controller at Unisign.
Unisign has been manufacturing so-called CNC machines for decades; these are computer-controlled machines that automatically machine metal into precision parts. The company, based in Panningen, Limburg, primarily supplies these machines to companies that specialize in manufacturing truck front axles and forklift masts. “We operate in a niche market,” explains Mooren. “Our customers are therefore spread across the globe; in Europe, in countries such as Germany, the Czech Republic, and Switzerland, but we also have several clients in India.”
More purchase invoices than sales invoices
What’s unique about the market in which Unisign operates is that the company manufactures and sells only ten to twelve machines each year. As a result, Unisign issues relatively few sales invoices. “We typically invoice the sale of CNC machines in four or five installments. In addition, we issue about 800 invoices annually for services we provide for the maintenance of the machines worldwide.” On the other end of the spectrum, Unisign receives a relatively large number of purchase invoices, because the CNC machines consist of countless specific parts, primarily made of metal. “That’s about 6,500 per year,” Mooren explains.
Automating the invoice processing workflow
In recent years, Unisign has significantly increased the level of automation in its administrative processes. For example, in the spring of 2024, the company switched to the ERP package from Isah, the specialist for the manufacturing industry. “The ERP system encompasses everything that happens administratively within our company: from inventory management to incoming and outgoing goods, to the creation of sales orders,” says Mooren. This led to the desire to also automate the invoice processing of incoming invoices, which had previously been done primarily by hand. “We discussed this idea with Isah and asked if they had any options for us. Isah mentioned that they collaborate with 4CEE in this area, and that’s how the ball started rolling.”
Collaboration with Isah inspires confidence
The reason Isah partners with 4CEE for invoice processing is that 4CEE specializes in this area more than Isah does. The long-standing collaboration between the two parties instilled confidence in Unisign, says Mooren. “There are several tools available on the market for automating the invoice processing workflow, but because we ’re integrating the tool with Isah’s ERP system, we felt it was important that they had a proven track record working together. That gave us the assurance that everything would turn out well.”
The long-standing collaboration between 4CEE and Isah inspires confidence
4CEE Invoice for invoice processing
The choice therefore fell on 4CEE Invoice, 4CEE’s invoice processing tool. From the moment Unisign reached out to the Ede-based software company, things moved quickly; after two half-day on-site visits by a 4CEE consultant, supplemented by a few Teams meetings, the tool was implemented within a month. “I handled the implementation process together with our in-house application administrator, with him responsible for the technical aspects and me for the finance side,” Mooren explains. “The first phase of the implementation took place in a test environment, without affecting our accounting records. Once that went well, we established the connection with Isah’s ERP system. From that point on, with a few exceptions, everything has been going very smoothly.”
Invoices can always be posted
The one exception Mooren refers to is when, once in a while, 4CEE Invoice is unable to retrieve a purchase order from Isah. If that happens, it’s still possible to enter that single invoice manually, since 4CEE Invoice is set up before Isah. “Since this happens very rarely, it’s actually faster to enter the invoice manually. In that regard, we appreciate that we can still enter invoices manually; it gives us the assurance that we can always continue our work, no matter what happens. That aspect also made it possible for us to make the switch to 4CEE Invoice more quickly.”
Time savings through 3-way matching
Unisign has been using 4CEE Invoice for about a year now, and according to Mooren, they’re very satisfied with it. “We’re now saving a lot of time because the digital 3-way matching —order, invoice, and goods receipt—happens automatically, and 4CEE Invoice immediately recognizes all the necessary data. Previously, this was done manually: first we’d print out the invoice, then create a new purchase invoice in Isah and fill it in with all the invoice details, and only then could we proceed with posting the invoice. Not only does this save us a tremendous amount of time, but we also make almost no errors anymore. Furthermore, the tool is very user-friendly, simply because it has very few options. We appreciate that, because it makes it easy for us to navigate the tool’s features.”
We’re now saving a lot of time because the digital 3-way matching happens automatically and 4CEE Invoice instantly recognizes all the necessary data
Data for improving internal operations
Since printed invoices used to end up in binders and are now digitally archived, they’re also easier to find using various search filters. In addition, working with 4CEE Invoice generates data that improves internal operations.
“By combining a supplier’s name with the invoice date, we know exactly when our agreed-upon payment term with a supplier expires. For that reason, during our weekly payment cycle, we also process all incoming invoices that are due in the coming week. As a result, we receive fewer payment demands and reminders, and we avoid having to check whether we’ve actually received an invoice and, if so, why it hasn’t been paid yet. That just creates unnecessary extra work.”
In addition to using data from 4CEE Invoice to work more efficiently and save a significant amount of time, Unisign also plans to use the data to automatically update reports. “This gives us real-time insight into all aspects of our business operations, making it easier for us to make decisions,” Mooren concludes.