Food & Hospitality archivos - Case Studies

Automating invoice receipt and reconciliation at Canarian Hospitality with Suitech and Voxel

admin — Thu, 13 Jun 2024 08:50:25 +0000

5
establishments

Vacation
hotels

Innovation and
sustainability

The starting point

Canarian Hospitality is a hotel management company founded in 2021 with a clear focus on innovation and sustainability. It currently has five hotels, with a plan to add five more over the next five years.

Although it had a clear intention to go digital, during the first year the hotel management company handled all its supply chain processes manually. In doing so, they found that there were suppliers who did not send invoices on time and some who did not even send them at all, with the setbacks this could cause for the accounting and payment teams.

Sangeeta Sagrani, CFO of Canarian Hospitality, realized that in order to be efficient and scalable they needed to automate the process of receiving invoices. Moreover, “when electronic invoicing becomes mandatory in Spain, we will be ahead of the curve and be already prepared,” she thought.

With this scenario in mind, the hotel management company decided to look for a solution that would best meet its needs for control and automation of its administrative processes.

In order to be efficient and scalable they needed to automate the process of receiving invoices.

Hotels managed by Canarian Hospitality have digitized the
receipt, validation and reconciliation of invoices with Voxel and Suitech.

The solution

Therefore, it decided to rely on Suitech, ERP based on Microsoft Dynamics 365 Business Central and integrated with Voxel’s Bavel Billing solution to automate the process of receiving, validating and reconciling invoices with its suppliers.

The project started with a pilot supplier that generated a high volume of invoices and that was already using Voxel’s technology and Suitech’s management system. Subsequently, and thanks to the extensive network of companies integrated into Voxel’s Bavel platform, most of Canarian Hospitality’s suppliers were already integrated and could quickly start working with the hotel management company.

The next step was to identify the suppliers’ product references and synchronize them with Suitech ERP. This process was accompanied by training for Canarian Hospitality’s purchasing teams, which was essential for error‐free product coding and subsequent invoice reconciliation.

Once these procedures are completed, the result is an automated workflow that begins with the receipt of invoices through Bavel Billing and continues with a thorough reconciliation in Suitech ERP to verify accuracy in terms of quantities, products and agreed prices.

In cases where the reconciliation is successful, the invoice is automatically entered into the accounts, optimizing the bookkeeping process. But if the reconciliation does not meet the established criteria, Suitech ERP provides the ability to make informed decisions. This includes the option to accept or reject the invoice after further review, with the ability to transparently communicate the decision to the supplier.

The outcome

Canarian Hospitality has been able to digitize the relationship with 80% of its suppliers, gaining greater control over its administrative processes and minimizing the possible discrepancies resulting from manual intervention.

Since the implementation of the project, Canarian has automatically processed more than 3,200 invoices. In this sense, “today, Canarian Hospitality needs only one person in the accounting department (instead of the usual three) for each of its hotels, with a turnover of between 8 and 12 million euros per establishment,” says Sangeeta Sagrani.

In addition, she emphasizes that the relationship with their suppliers is very good because they can guarantee payment within 30 days. This helps them get the freshest product on the market and excellent service.

Javier Retornano, CEO of Suitech, adds what has been one of the key elements of the project’s success: “Suitech and Voxel’s Bavel Billing were integrated as a single product with two different technology layers and worked together as one team.”

After good results and in a phase of expansion, Voxel and Suitech have become Canarian Hospitality’s digitization partner for each new opening.

Today, Canarian Hospitality needs only one person in the accounting department (instead of the usual three) for each of its hotels.

+80% of
suppliers
digitized

+3,200 invoices
processed
automatically

Very good
relationship
with suppliers

Controlled and
sustainable business
growth

Only 1 person in the
accounting department
for each hotel

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La entrada Automating invoice receipt and reconciliation at Canarian Hospitality with Suitech and Voxel se publicó primero en Case Studies.

Digitalization of the back office and automation of the invoice reconciliation process of La Tagliatella

Maria Turell — Tue, 28 Mar 2023 10:26:45 +0000

+20 years of
experience

+240 restaurants in
Spain and Portugal

350
suppliers

The starting point

La Tagliatella operates a central kitchen that distributes raw food materials to all their restaurants in Spain and Portugal. After years of using a manual system for procuring products, the company wanted to make the flow of data input to their system as well as the invoicing process more efficient.

Previously, La Tagliatella’s central kitchen would place orders through their ERP and once the raw material arrived, workers had to check the delivery notes for errors and enter them manually in their system. Then, invoices from food suppliers were received via email and they had to manually enter them into their system and take time to check them one by one against the delivery notes in order to reconcile them. Also, many suppliers issued grouped invoices (large documents that include more than one delivery note and order), which made detecting possible errors and correcting them a very difficult process. In cases where there were disagreements regarding the reconciliation of invoices, this would significantly increase the processing time.

For all that, in 2021, the restaurant chain decided to partner with a technology company to begin automating the processes associated with the procurement and invoicing of food products.

The restaurant chain decided to partner with a technology company to begin automating the processes.

This integration helps avoid possible errors and improve the traceability of invoices.

PERE J MASIP
Supply Chain Manager of La Tagliatella.

The solution

La Tagliatella has partnered with Voxel and their Bavel Procurement solution to digitalize their back-office processes (orders, delivery notes and invoices) of the central kitchen and automatically reconcile the invoices.

To achieve this, the Bavel platform has been integrated, on the one hand, with RGB (La Tagliatella’s own ERP) and, on the other hand, it is being integrated with all the suppliers of the restaurant chain in Spain that are still not part of the Bavel network.

Now that Bavel Procurement has been implemented, the process of procuring raw materials is as follows: first, the central kitchen places the orders through their own ERP, then the Bavel platform takes the order from the ERP and integrates it directly into the ERP of the suppliers, who then ship the products and the ERP of La Tagliatella generates an electronic goods receipt (automatic delivery note). Bavel Procurement directly receives the automatic delivery notes from the ERP of La Tagliatella and the invoices from suppliers. Bavel Procurement carries out an automatic reconciliation and sends the already reconciled invoices directly to La Tagliatella. This way, when La Tagliatella receives the invoice, they know it has been reviewed and reconciled and they only need to account for it and ensure its timely payment. “This integration helps avoid possible errors and improve the traceability of invoices”, explains Pere J. Masip, Supply Chain Manager of La Tagliatella.

Also, two ad hoc developments have been carried out to meet the needs of La Tagliatella. The first is the correction of the automatic delivery note by La Tagliatella, who is able to cancel the document that has been sent to the reconciler and generate a new one to be corrected. The second is the sending of a weekly report to La Tagliatella with the status of the reconciliations. Just like before, this prevents personnel from having to enter the program each time they want to check an invoice, the reception of a shipment or a reconciliation in question.

The outcome

So far, La Tagliatella has processed more than 10,000 orders and has automatically reconciled more than 10,000 invoices in less than 1 year with Bavel Procurement. Currently, 35% of suppliers in Spain have been integrated in the Bavel platform, which accounts for a large invoice turnover, with the aim of reaching as many companies as possible.

With this project, the restaurant chain has not only reduced costs, but also achieved significant operating improvements. Although some workers have been doing tasks a certain way for many years now, “we need to make progress in terms of changing the culture of how we work if we want to become more efficient”, says Masip.

Pere J. Masip also added: “At La Tagliatella 85% of the batches of products we work with have an expiration date and therefore, it is very important to have solutions available that help streamline the way we operate”.

Since Bavel Procurement was implemented, the relationships between La Tagliatella and suppliers has experienced significant positive changes such as a speedier payment cycle. Likewise, for the pool of suppliers, some of which issue large amounts of invoices, it is a good opportunity for them to jump on the electronic invoicing wagon.

Given the good results the project is reaching an international level with the progressive integration of Italian suppliers.

Pere J. Masip concludes by saying that in order to implement a project of these characteristics we need to “keep an open mind and trust the Voxel team, with whom we are working on a few other ambitious projects”.

Smooth integration
between La Tagliatella
and the Bavel platform

More than 35% of
Spanish suppliers
digitalized

10,000+ invoices
processed
automatically

Project launched
in less than 1 year

Elimination of
manual tasks

10,000+ invoices
reconciled
automatically

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Digital native restaurants: digitize all processes prior to opening. Belbo case study.

admin — Tue, 19 Apr 2022 11:39:39 +0000

The starting point

With more than 25 years of experience in the hospitality sector, Iván Salvadó, General Manager and Partner of Belbo Collection, has tackled many digitization processes of catering companies that were in full operation. He defines this as a long and painful process that generates tensions and expenses before the final goal is reached.

Therefore, when he took over as the head of Belbo Collection, he had one thing clear: all back and front office processes had to be 100% digitized prior to the start of operations.

“When we were conceptualizing Belbo, it was clear that the corporate structure had to be as efficient as possible”, explained Salvadó.

When we were conceptualizing Belbo, it was clear that the corporate structure had to be as efficient as possible”

IVÁN SALVADÓ,
General Manager and Partner of
Belbo Collection.

Belbo Collection
restaurants have digitized the issuing of
orders, the reception of
goods and the receipt of
invoices through Bavel.

The solution

This is when they began searching for technology partners to digitize each one of their processes. “We wanted to have a system that was as integrated as possible. Our partners are increasingly becoming more specific and it is sometimes difficult to integrate all of them”, said Salvadó.

The heads of Belbo Collection chose ICG as their ERP. Other technology suppliers were also chosen to digitize more specific processes: FrontRest for TPVs, Mapal for personnel management, Cover Manager for managing reservations and Voxel for administrative and procurement processes.

Through Bavel, Voxel’s transactions platform, Belbo Collection restaurants have digitized the issuing of orders, the reception of goods and the receipt of invoices. All these electronic transactions are subsequently integrated and reconciled in ICG. This way, manual intervention is almost negligible and the procurement and administration process is 100% digitized.

The outcome

Belbo Collection has already opened 6 digital native restaurants.
Currently, more than 60% of its suppliers are integrated in the Bavel network. The expectation is to reach 100% in 2022. In a second phase of the project, Belbo Collection also wants to digitize creditor invoices using PDF Billing by Voxel.

In little more than a year and thanks to a digitized billing process, the company has automatically processed more than 3000 invoices. In this sense, the administrative team from Belbo Collection consists of 3 professionals. Thanks to its digitized administrative process, the restaurant chain will only require augmenting the team each time 4 new restaurants are added. In other words, a quarter of what they would have needed if the administrative process had remained analog.

“Once all the digitization processes are properly consolidated, we can grow with guarantees in terms of long-lasting control and sustainability”, reflects Iván Salvadó.

Thus, Belbo Collection has become the first digital native restaurant chain in Spain.

+60% suppliers
integrated
in the
Bavel network

+1 professional
every 4 restaurants.

Controlled and
sustainable growth of the business.

La primera cadena
de restauració
nativa digital a Espanya

+3000 factures
processades
automàticament

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Digitization of Hesperia’s back-office with Economitza and Bavel

admin — Mon, 14 Feb 2022 14:53:46 +0000

24 hotels

160+ suppliers

100% digitized

The starting point

Javier Carazo, the current Resources Corporate Director at Hesperia, was hired by the hotel chain to lead the procurement department and arrange the internal processes of all the company’s brands: Secrets, Dreams, Hyatt, La Manga Club and Hesperia itself.

The procurement department had been externalized and there was a lot of room for improvement. In general, the tasks related with the purchasing process were manual, with many emails and excel worksheets. One of the critical points was data management and collection, which was very complex as it involved operating different purchasing and accounting systems. Carazo also identified that a large part of the problem was rooted in that the external purchasing center was not integrated with the hotel chain’s ERP.

Subsequently, the business management team was also considered responsible, as inefficiencies were detected in the management, settlement and resolving of discrepancies with the invoices, requiring several manual processes to correct them. The team assigned two members exclusively to resolving discrepancies and an external supplier was tasked with the accounting, at an additional cost.

“For me, the savings that can be achieved resulting from volume sales is important; however, we must also make sure that the processing of each order is optimal. Every cent counts”, explains Carazo.

Faced with this situation, Hesperia decided to begin a digitization process with the aim of optimizing both the purchasing process as well as the associated administrative process.

For me, thesavings that can be achieved resulting from volume sales is important; however, we must also make sure thatthe processing of each order is optimal. Every cent counts.

JAVIER CARAZO
Resources Corporate Director
at Hesperia.

The result is a digitized and optimized process thanks to a smooth coordination process between Hesperia,

The solution

In a first phase, Hesperia decided to partner with Economitza. The hotel chain trusted its purchases to Economitza’s manager in Spain. This way, Hesperia began using Economitza’s E-Market to create their database of products and suppliers. With Economitza, Hesperia was able to manage and consolidate their materials database, generate the electronic order and integrate all this information in their ERP.

To complete the digitization process, Hesperia decided to trust Bavel to digitize their administrative process. Bavel was integrated with Economitza’s E-Market to create an automatic workflow: BAvelreceives an e-order generated by Economitza’s E-Market and sends it to the corresponding supplier. In turn, the supplier sends the electronic invoice to Bavel, who adds it to Economitza’s E-Market. Economitza’s E-market checks the invoice against the order and adds all the information to Hesperia’s ERP.

The result is a digitized and optimized process thanks to a smooth coordination process between Hesperia, Economitza and Bavel.

“We have launched this project in record time. Coordination between the three teams has been key. We are very satisfied and ready to continue digitizing processes with our partners”, says Carazo.

The outcome

In less than a year, Hesperia has been able to digitize their procurement and administration process. Currently, they have already digitized their transactions with more than 50 suppliers and expect to reach 160 suppliers in 2022. This amounts to 50% of their operations in terms of invoice accounting.

Thanks to the digitization of processes, discrepancies have been almost completely eliminated as they are automatically resolved before a person is tasked with processing them. This way, the team has been released from having to carry out tasks that did not add value to the business.

The hotel chain is now able to process its orders and invoices without requiring any manual intervention. During the first 6 months since the project was launched, more than 5,000 invoices have been automatically processed. Consequently, the hotel chain only requires assigning two employees to control the processes associated with the orders placed by digitized suppliers and the invoices of its 24 hotels. The hotel chain has also minimized the need for external support, which is now only tasked with processing transactions generated by suppliers that have not yet digitized their operations.

The following phase of the project consists of developing and implementing electronic delivery notes and sending digital orders to achieve a process that is paper free in all its phases. Hesperia will also collaborate with Bavel in this phase.

Smooth integration between Hesperia, Economitza & Bavel .

Project launched
in less than one year.

45+ digitized
suppliers.

Elimination of nearly
all discrepancies.

Elimination of manual intervention.

5,000+ invoices processed automatically.

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Issuance of 100% of DABA’s B2B invoices

admin — Mon, 07 Jun 2021 09:48:00 +0000

7 countries

Exclusive
distributor

+25 years
of experience

The starting point

DABA is the exclusive distributor of Nespresso in Spain, Andorra and some African markets.

Many of its customers require invoices to be received electronically and DABA is committed to integrating individually with each of them, until 2017, when DABA’s technical team, aware of the difficulty of managing multiple individual integrations, decided to look for an external technology partner capable of connecting with all its customers through a single integration. “The key to the decision was to find a partner that would give us a complete solution: forget about managing customer integrations,” recalls Bart Van Schoor, Data Process & Integrations Coordinator en DABA.

We needed to forget about the management of customer integration.

BART VAN SCHOOR, Data Process & Integrations Coordinator at DABA.

Bavel connects
with all DABA’s,
clients adapting to its system, format and procedures of each one of them.

The solution

DABA decided to digitise the issuing of all its invoices with Bavel Billing. In this way, the distributor only has to work on the integration of its own ERP with Bavel, while Bavel connects with all DABA’s customers, adapting to the system, format and operations of each one of them.

In the first phase of the project, efforts are focused on those customers who require electronic invoicing. To onboard the rest until 100% issuance is achieved, DABA opts for a staggered strategy in which new customers are gradually integrated. DABA currently connects with more than 200 B2B customers through Bavel.

The outcome

Two years later, DABA issues more than 20,000 invoices a year without the need for manual intervention. In the last year, the company has doubled the number of electronic invoices sent without the need to expand its AR department, which has 7 professionals.

Among all the benefits of Bavel, DABA highlights the tool’s speed and agility: the customer receives the invoice in less than 24 hours. This has contributed to the reduction of late payments and the average collection time. In fact, the distributor stresses that they now receive payments within the deadline established with each customer. In addition, the use of electronic invoicing contributes to achieving one of the company’s main strategic objectives: to eliminate paper from all its processes.

“I know we still have a lot of room for improvement,” reflects Van Schoor. Another of the processes they would like to automate is the issuing of orders and receipt of invoices.

Connection with
+200 clients
via Bavel

Automated issuing of +20k invoices per year

Reduction of defaulting and average
collection period

Capacity of the
AR Department x2

Reduction of paper usage in the administrative processes

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La entrada Issuance of 100% of DABA’s B2B invoices se publicó primero en Case Studies.

100% digitisation of back office management in hospitality with Sighore-ICS and Voxel

admin — Fri, 16 Apr 2021 08:28:54 +0000

The starting point

After more than 25 years digitising management processes in the restaurant and hotel sectors, Sighore-ICS observes that one of the most inefficient processes in these businesses is communication with suppliers.

Orders are placed manually through multiple channels: email, telephone, whatsapp… When the goods arrive, workers have to review the delivery note, check that everything is correct and then manually enter this delivery note in their ERP. The process is more complex if there is an incident and the delivery note does not match the delivered goods. Dispute resolution is also a major source of inefficiencies. Finally, inefficient order and delivery note management also affects the invoicing process, with a small discrepancy on a delivery note holding up a monthly invoice.
Moreover, all this management is done on paper documents.

Poor delivery note management has a direct impact on the control of raw materials in restaurants and hotels. And this can have an impact of up to 4% on the cost of the final product, which in this type of business can mean making or not making a profit.

After verifying that this casuistry is repeated in many of its clients, SighoreICS decided to look for a technological partner to find a solution to this problem.

Poor delivery note management has a direct impact on the control of raw materials.

Sighore-ICS and
Voxel integrate their
systems to improve the
back office processes
of restaurants and
hospitality businesses.

The solution

Sighore-ICS has found the ideal partner in Voxel. Bavel is the leading electronic invoicing and payment Voxel platform in the HORECA channel in Spain. Voxel’s technology is capable of digitising the supply process from start to finish, from the order, through the delivery note, the invoice and the payment. Thus, Sighore-ICS and Voxel integrate their systems to improve the back office processes of restaurants and hospitality businesses.

Thanks to this integration, establishments can send their orders electronically to suppliers via the Bavel platform. When they receive the goods, an auto-delivery note is generated with the goods received as the basis for the invoice. In this way, discrepancies between what is sent and what is received are eliminated. The invoice sent by the supplier is electronically integrated and reconciled in Sighore-ICS through the Bavel platform to achieve a 100% digitised invoicing system.

This eliminates the dependence on paper and companies do not have to allocate resources to document review and discrepancy resolution.

The outcome

Currently, Enrique Tomás and Cambrils Park Resort – Camping Resort Sangulí Salou are already operating with Voxel and Sighore-ICS.

Among all the benefits observed after the implementation of the Bavel platform and Sighore-ICS, the clients highlight the increase in the efficiency of their administrative teams, which are more motivated and more resolute, as manual tasks that do not add value to the business are drastically reduced. As a result, time is also saved and the relationship with suppliers is improved.

Thanks to the automation of processes, companies have exhaustive control of their stocks.

In addition, Sighore-ICS and Voxel have found that by eliminating inefficiencies generated by manual management in front and back office processes, companies can save up to 8% of their purchasing volume.

In short, companies that implement this combined technology solution work with a 100% digitised front and back office system.

100% digitised
front and back office

Relationship with
suppliers improved .

Exhaustive control
of stocks.

Savings of up to 8%
of the purchasing volume.

Efficiency increased.
Time savings.

More motivated and
resolute workers.

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La entrada 100% digitisation of back office management in hospitality with Sighore-ICS and Voxel se publicó primero en Case Studies.

Digitalization of the procurement process at Selenta: from purchase to pay

admin — Tue, 20 Oct 2020 10:12:14 +0000

9 hotels

+2900 hotel rooms

+375
F&B providers

The starting point

In 2011, during its national expansion, Selenta’s hotel group realises that its procurement process presents inefficiencies and is done manually. All invoices must be signed in-person at the group’s headquarters in Barcelona. Hotels have to send invoices by post to the main headquarters rising the number of manual and repetitive tasks which can cause errors in the Finance department.

This procedure impacts directly in the relationship with the providers. Invoices take more than 45 days to be managed and, on many occasions, providers need to print and send the documents again. Therefore, payments are considerably delayed.

Facing this situation and with an average volume of transactions with providers of 17,000 purchase orders, delivery notes and invoices per year, Selenta decides to digitize the supply process.

All invoices must be signed in-person at the group’s headquarters

The combination of Bavel,
SAP and MOBBA make the supply process 100%
digitized.

The solution

Selenta trusts Bavel Billing to automate the issuance of purchase orders, self-delivery notes and invoice reception. Both companies’ teams work together to integrate Bavel with SAP. In order to get a 100% digitized process, Bavel also connects with the MOBBA scales, installed in each hotel.

The combination of these three technological partners – Bavel, SAP and MOBBA – make the supply process 100% digitized, avoiding discrepancies when refunding goods, which are processed in real-time thanks to the integration of Bavel and MOBBA.

Thereby, the P2P process is 100% automated, from the issuance of the purchase order to the reception and goods, the issuance of the selfdelivery note and the reception of the invoice and payment issuance.

“Bavel’s implementation is a win-win for all. The provider obtains better visibility and cashes quicker, and from Selenta’s side, we have a robust and agile P2P loop which reduces management time and errors”, explains Xavier Felguera, Corporate Procurement Director at Selenta.

The outcome

At present, Selenta connects with 90% of its F&B providers via Bavel. “Our objective is to start including providers from other categories as well in Bavel”, explain Felguera.

Thanks to the automation, the processing time and the invoicing and payments management have drastically been reduced. What previously took 45 days, is now completed in less than 48 hours. Consequently, the contractual relationship with all the providers has improved.

During the last 9 years, Selenta’s transactions via Bavel have raised 433% without having to increase the management team. Furthermore, 35% of the Finance team has refocused its work to more value-added tasks. The hotel group has also saved 80% of paper, consequently saving in administrative costs and physical storage space savings.

90% of providers
digitized

Invoice and payments
processing and
management: <48h

Elimination of physical
storage space

+26k automatic purchase
orders issued

+30k received invoice
automatically

80% savings
in paper

Download the case study here

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La entrada Digitalization of the procurement process at Selenta: from purchase to pay se publicó primero en Case Studies.

Automatic stock management at the UDON restaurants

admin — Thu, 08 Oct 2020 11:26:54 +0000

+67 restaurants

3 countries

+12 suppliers

Leading Asian restaurant
sector líder
in Spain and
Portugal

The starting point

In 2016, UDON decides to re-engineer the processes to implement control of stock and centralize the management for all owned restaurants and franchises. UDON has its own stock’s discount control system, but it lacks traceability when registering the merchandise.

Employees have to revise and register the merchandise manually based on the paper delivery note. This process implies time and could originate manual errors. As a consequence, discrepancies during the stock management are usual causing setbacks in the daily work of the restaurants.

Discrepancies in stock management are usual.

When we start to work with a new provider, they have to be part of Bavel’s network or connect with it.

JOANMI BARDERA,
IT Manager en UDON

The solution

Even though UDON developed an integration with one of its suppliers to connect digitally, the restaurant chain decides to find a specialised partner to connect with the remaining suppliers. “There are many suppliers that do not have IT departments and we couldn’t develop an integration for each one”, explains Joanmi Bardera, IT Manager at UDON.

Via Bavel Procurement, Voxel’s supply chain digitalisation solution, UDON digitizes the submission of purchase orders and the reception of delivery notes and invoices. For the final user – the businesses – Voxel’s technology is transparent, managing the stock through a web portal with SAP technology.

Regarding the integration with suppliers, the process is fast as the majority already work with the Bavel platform. For the remaining, Voxel develops the integration to add them to the network and connect them with UDON.

“When we start to work with a new supplier, they have to be part of Bavel’s network or connect with it”, explains Bardera.

The outcome

After Bavel Procurement’s implementation, UDON has opened 12 new restaurants without having to increase the administrative team. At present, UDON connects electronically with 90% of its suppliers via the Bavel Platform and the restaurant chain is capable of managing 9,000 purchase orders, 4,500 delivery notes and 10,000 invoices automatically.

Stock discrepancies have reduced drastically and the users’ feedback is more positive: “restaurants are happy with the new operating system as it is easy and the stock registry is done automatically. Furthermore, the franchised has its own access to the Bavel platform to manage invoices”, explains Bardera.

The digitalization of the procurement process at UDON and the elimination of paper in its procedures belongs to the People, Product, Planet initiative, which aims to reduce the restaurant chain’s impact in the world.

UDON connects
electronically with 90% of its suppliers via the Bavel platform.

90% of providers
integrated into
Bavel’s network

Reduction of
incidents
when managing
the stock.

12 new restaurants
without increasing
the administrative
team

Transparent
technology
to final users

Automatic
management of
+9k purchase orders
and +10k invoices.

People, Product,
Planet: elimination
of papers in all
procedures

Download the case study here

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La entrada Automatic stock management at the UDON restaurants se publicó primero en Case Studies.

Digitization of RIU’s supply process in Spain and the Dominican Republic

admin — Tue, 14 Jul 2020 13:45:19 +0000

99 hotels

19 countries

+47.000 hotel rooms

Starting point

After the digitization and automation of B2B invoices emission via baVel, RIU decides to do the same with its supply procedures in Spain in 2012. RIU’s team notices manual, repetitive and tedious tasks that can lead to errors, such as checking delivery notes and invoices thoroughly or accounting more than 18,000 invoices. Managing more than 17,000 orders with more than 60 different suppliers requires new processes. While expanding at a national and global level, RIU needs to automate these procedures so that its team can focus on more valuable tasks. “When we decided to digitize the reception of our invoices we only thought of baVel because the emission of invoices worked really good” explained Juan Piña, Organisation Director at RIU.

While expanding, RIU needs to automate processes so that the team can focus on value-added tasks.

Thanks to baVel’s technology no manual intervention is needed at any stage of the process.

The solution

RIU digitizes its supply chain with orders issuance and reception and reconciliation of invoices through baVel. During the project’s first stage, baVel integrates with Oracle. After the integration, the hotel chain starts to issue orders and receive invoices of all the suppliers in the baVel’s network. For the remaining suppliers, an integration onboarding plan is designed to start gradually the information exchange. Thanks to baVel’s technology, suppliers can generate an invoice based on the delivery note received by RIU to eliminate any discrepancies in the amounts. If the invoice matches the delivery note, baVel reconciles it and integrates it with Oracle. If it doesn’t match, baVel returns it. No manual intervention is needed at any stage of the process. At present, RIU automatically connects with more than a hundred purchase suppliers.

The outcome

In 7 years, RIU has increased by 10% of its transactions (orders, delivery notes, GRN, invoices and validation/rejection) without having to expand its administrative team. It has also added more than 40 suppliers to the automated supply workflow of its 28
hotels in Spain. “baVel has allowed us to increase our suppliers and invoices without making our team larger”, said Piña.

As RIU work with local suppliers, the digitization of the supply chain has to local as well. This is why RIU and baVel are already working to digitize the supply
chain process of all the chain’s hotels in the Dominican Republic. In order to do it, both companies are collaborating from the conception to the development and implementation of the product to adapt to RIU’s needs in the Dominican Republic and all other scenarios where the hotel chain operates.

RIU also digitizes and automates the emission of invoices via baVel. Read the success case here.

28 integrated
hotels
in baVel

10% increase in
transactions without enlarging the management team

Automated
management
of +90k orders
and +20k invoices

Joint development
in the hotels’ digitization project in the
Dominican Republic.

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La entrada Digitization of RIU’s supply process in Spain and the Dominican Republic se publicó primero en Case Studies.

Digitization of the Dino distributor and its local franchises

admin — Fri, 10 Jul 2020 07:25:42 +0000

26
franchises

+4000
references

+25 years
from experience

Starting Point

Dino is a distributor of cleaning, hygiene and industrial maintenance products from 26 sole-proprietors operating in different areas of Spain. Even though most clients demand unified invoices, each local franchise operates with its own Tax number. To that end, Dino manually checks invoice references between each franchise and the distributor itself. It adds up to a total of 4,000 references. In total, it is estimated that for every million and a half euros of turnover, they need to hire one more employee in the Administration department to manage orders, delivery notes and invoices. Furthermore, most of its clients demand to work with electronic transactions even though its infrastructure is not prepared for it.

As a result of this situation, Dino identifies some inefficiencies such as not having enough technology resources to efficiently transfer the ERP orders and issue invoices; the manual processing of the franchise-distributor references and possible errors; and the difficulty to get reports on the weight of each client for future negotiations.

Bavel seemed the most interesting option as the
majority of our clients in the Hospitality sector were alreadyworking
with it.

PATRICIO ORTEGA,
Direction Assistant at Dino

Dino has real-time tracking of each client consumption and weigh.

The solution

As a group, Dino decides to digitize and automate communication between client, distributor and franchise, digitizing orders, delivery notes and invoices via Bavel, “we thought it was the most interesting option as the great majority of our clients in the Hospitality sector were already working with Bavel”, explains Patricio Ortega, Direction Assistant at Dino. At the same time, they also changed the ERP, from Linux to Navision.

The three-sided workflow of Dino is the project’s challenge, as it is usually a bidirectional workflow. Bavel develops an adapted solution to connect the clients with Dino, and also Dino to all their local franchises, automating the communication between the franchise and the distributor as well.

Thanks to Bavel’s implementation, the functioning is frictionless: the client issues the order, which travels through Dino’s central system, and it is sent to the corresponding franchise. Once the goods are delivered, the delivery note is automatically integrated into the Dino’s ERP and each local business issues the invoice to the distributor in the required format for each client. In this way, Dino has real-time tracking of each client consumption and weigh.

The outcome

As of today, almost half of local franchises are connected to Dino via Bavel. The purchase centre manages 22% of the invoicing through the electronic transactions platform. This means that the Administration team at Dino has doubled its management capacity: now Dino has one employee in the Administration Department per each 3 million euros in turnover volume. Lastly, Ortega assures that client loyalty is higher thanks to Bavel: “I’ve noticed that the loyalty of a client integrated with Voxel is 50% higher than another client”. Dino has designed a 24-month implementation plan for its local franchises to connect with the purchase centre via Bavel.

Automation of
processes for
22% of the invoicing

x2
Capacity of the
Administration team

Increase
in client
loyalty

Download the case study here

Food & Hospitality

Retail

Whitepapers

La entrada Digitization of the Dino distributor and its local franchises se publicó primero en Case Studies.