Customer story
How iQOUNT grew to 94% autobook
without extra pressure on the team
Taking over another firm brings plenty of opportunity, but it also left iQOUNT facing a few sizeable challenges. “All those extra sets of books had to be processed by practically the same team,” says account and innovation manager Kevin Nieuwenhuis. “We did not have enough people to process every extra set of books to our own standards and serve clients the way we are used to. And suddenly hiring a lot more people was not an option either.”
So the firm went looking for a way to process that extra volume faster and more intelligently. Today iQOUNT has an average of 94% of its entries posted automatically with Lyanthe. “We not only have far less manual work, we also have up-to-date figures with far less effort. That means we see sooner which sets of books are falling behind, and we can advise clients based on what is happening right now.”
Autobook? It barely existed here. Today we are at 94% on average, thanks to Lyanthe.
Looking for an approach that scales
Like many other firms, iQOUNT already used invoice processing software before the acquisition. Even so, automation rules still had to be set per set of books, and manual intervention was often needed.
“With our previous software we took a first step towards a higher autobook rate, but soon after the implementation the automation rate stalled,” Kevin says. “The urgency to automate further was certainly there on our side, but the software was not being developed further. So we got no further either.”
The acquisition changed that. “All of a sudden we had to look hard at how much extra work our existing process could still take. That was the moment to commit fully to a solution that could really move our automation forward.”
From choosing to switching smoothly
During its search iQOUNT compared several solutions. “We ended up at Lyanthe through our network,” Kevin says. “Where a lot of other solutions are mainly about processing invoices automatically, Lyanthe goes a step further. Inside the platform we can recognise individual invoice lines and set up automation rules across several sets of books. The Power BI dashboard then shows us where there is still room for improvement. That combination is what decided it for us.”
iQOUNT was not on its own during the switch either. A shared Teams channel let the firm bring every question straight to us. “No question was too much,” Kevin says. “Every week we went through what we were running into with Lyanthe, and we learned how to get more out of the platform.”
iQOUNT put the rest of the configuration in the hands of a small, fixed group of colleagues. They took to it enthusiastically: they analysed the dashboard, improved the sets of books that lagged behind and adjusted where needed.
Complex invoices, automated as well
iQOUNT soon noticed that our software makes the difference precisely on more complex invoices. “Take hospitality invoices from suppliers like Hanos and Sligro. They often carry several VAT rates and product categories, and used to have to be sorted out largely by hand,” Kevin explains. “That was an enormously time-consuming process.”
With Lyanthe these invoices are now read and processed automatically, line by line. The system recognises which products fall under 9% or 21% VAT and posts that line according to the right setting, even when both rates appear on one invoice.
“As a result, the complex and previously most time-consuming sets of books are now among the best automated in the firm,” Kevin says.
Even the most crumpled receipt is no trouble at all for the software.
Steering on the books that lag behind
In the Lyanthe dashboard Kevin sees straight away which sets of books are scoring well and where too few invoices are still being processed automatically. “When I see 98%, I know things are going well. It is the set of books stuck at 60% that is interesting, because there is still a lot to improve there.”
“We look at why invoices are still being processed by hand, sharpen the automation rules and check how many corrections are still needed afterwards.”
That way entries are not only posted automatically more often, but also correctly more often the first time — and the autobook rate keeps climbing.
From processing books to advising clients
For iQOUNT the biggest gain is not only in processing invoices faster, but above all in how much time and effort that saves. “Our work really only starts once the books are done,” Kevin explains.
Because incoming invoices are largely processed automatically, the team has up-to-date financial figures more easily. That shows iQOUNT how a business is doing, where deviations appear and when action is needed.
“We already worked with up-to-date figures and advised our clients proactively. With Lyanthe it simply takes far less time and effort to get to those figures. That leaves us more room to advise clients and spot opportunities.”
Book a demo
Do you want to grow to 94% autobook like iQOUNT? In a thirty-minute demo we show you how Lyanthe processes invoices down to the line, applies automation rules to comparable sets of books and makes visible where manual work or corrections are still needed.