Roompot Vakanties

Roompot Vakanties was founded in 1965 and over the last 55 years it has grown from a small family-owned company into a leading European vendor of vacation park holidays in the Netherlands and Germany. With the acquisition of Hogenboom Vakantieparken in 2009, the introduction of Roompot Reizen in 2010, Roompot Vakanties expanded its product range to include more than 200 holiday parks and 25 camp sites, mainly in The Netherlands, Belgium, and France. Just recently, Largo Villas was added to the range, a product aimed at the upper end of the market. These include luxury villas at special locations, such as a dream villa on a private island in the South Pacific.

Roompot Vakanties distinguishes itself by its wide range of vacations and accommodations. Each park is surprisingly different and there are accommodations for every budget, from simple to luxurious. Roompot Vakanties is also one of the few providers which offers its guests care products. In addition to wheelchair-friendly accommodations and on-site care, Roompot offers facilities at the park for people who require daily dialysis. This way, they can enjoy their well-deserved vacation just like everyone else. Roompot Vakanties was also nominated for the Kids Vacation Provider of the Year Awards 2016. In short, Roompot offers a wide range with for a very diverse target group.

We offer something for everyone, from simple to luxurious. Our focus is quality and customer experience.

Selecting a scanning solution

A few years ago, the organisation set a goal that each year they had to achieve a 20% growth over the previous year. This had several practical consequences: At first the parks were mainly situated in Zeeland, but this quickly expanded to the whole of the Netherlands and later to Germany. Back then, the invoices from suppliers still arrived decentralized at the parks themselves. At the parks the employees checked whether the goods had been received and the invoice was provided with an initial and a ledger number after which it was sent by post to the central administration once a week. Once there, the invoices were entered manually by the administrative staff. As the number of parks grew, the individual contact with all the employees of the various parks decreased. The number of invoices, on the other hand, increased sharply. In practice, this meant that invoices sent to the various parks got lost increasingly often or were not sent because the employee involved was on vacation, for example. Sometimes the invoices arrived 2 weeks later, and the administration had already had the supplier on the phone asking where the payment of his invoice was. The supplier then had to issue copy invoices and that meant a lot of extra work and annoyed everyone. There was never a full overview either of what was owed to creditors, and reports were never up to date.

We soon realized that something needed to change. At that time, we were already working with Exact software (ed. Exact Globe) and through them we came into contact with Scan Sys. During the selection process we also talked to other providers, but they couldn’t offer the same level of intelligence and functionality that ImageCapture provides. In addition, we were also very enthusiastic about the authorisation options of Exact Synergy, which ImageCapture fully supports. That’s why we decided to grasp the nettle and choose a total solution right away.

Using ImageCapture

ImageCapture is used daily at Roompot Vakanties to process all purchase invoices. Last year we processed a hefty total of 76,000. The invoices arrive at four administration departments which are split between Dutch parks, German parks, real estate companies and since recently, also a company that is specialised in the purchase and sale of goods. This latest company is expected to show rapid growth and the paperwork will therefore grow accordingly.

Invoices arrive in large numbers at the same time, luckily a large number already arrive by email. ImageCapture has a good solution for this, where the invoices come into separate inboxes (one per administration), from where they are automatically exported to ImageCapture. Our organisation is becoming more and more international, we receive invoices from all over the world and we process them with ImageCapture.

The benefits of the software
Roompot Vakanties has been able to save a lot of money on personnel costs by using ImageCapture. Many manual operations are now fully automated. In addition, they always have a complete overview of their costs, and the invoices can always be retrieved digitally.

What we find to be a very big advantage is that at any time we can see what our outstanding debts to creditors are. Invoices received in the morning are already in the administration by the end of the day. In the past, we never knew exactly what our debt to our creditors was and whether our data was complete at that point. Now, everything is available in one location, and we are not dependent on different employees, spread across different parks. The approval process in Synergy gives us the visibility into the status of our invoices. If a supplier calls with questions about his invoice, we can answer him directly. That saves a lot of time. It allows us to deal with our suppliers in a professional way.

In 2015, Roompot Vakanties invited a company to fully check the accounts from 2007 to 2014 for errors made during the processing of their invoices. Think for example of VAT hat was booked wrongly or not at all. This company eventually found four errors over a booking period of seven years! Considering that Roompot Vakanties processes tens of thousands of invoices every year, this is a good example of the level of efficiency that working with ImageCapture has brought the organisation.

Experiences with Scan Sys

Finally, when we ask what the experiences are with Scan Sys over the past ten years, Paula Oosdijk-Walraven tells us:

Scan Sys keep their promises, and you can rely on them. They put themselves in your shoes and don’t try to wring every last drop of cash out of you. Our experiences with the helpdesk are very pleasant, even with the most complicated issues they are always willing to help you. In all those years, our administration has never stopped for a day due to software issues. This is crucial for our department because we must deal with large numbers of invoices that have to be processed every day.

Paula Oosdijk-Walraven, Head of Finance, Roompot Vakanties