Lentis manages procurement and logistics processes more efficiently with Qobee

Lentis recently worked with the predecessor of Purchase to Pay (now known as Qobee), for managing their procurement process. ‘The solution operated locally on our own server, making us responsible for the technical maintenance of the environment. Every new update needed to be scheduled, tested, and implemented, which cost management time. It was also necessary to keep the user interface up-to-date, which required monitoring and execution efforts,’ says Francis Kroese, Manager iLentis at Lentis. ‘When we heard about the latest software from Qobee, with new features, the decision was quickly made.’ Driven by a desire for more user-friendliness and the need for ICT relief, Lentis decided to switch to Qobee via a Software-as-a-Service solution (SaaS).

Qobee implementation at Lentis

Qobee took charge of this project from A to Z. After a thorough impact analysis, the software for procurement & finance was implemented. It streamlines and automates procurement processes. From contract management, to supplier management, digital invoice processing, inventory management, and purchasing. For Lentis, this means that today, all employees, around 5,000, can order the items they need to perform their jobs via a webshop from the internal warehouse or an external supplier, using a user-friendly interface. The request follows a streamlined workflow, and the correct items are then delivered.

Thanks to the integration of Qobee with the financial and invoice scanning package of Lentis, the circle is completed. After a purchase, external suppliers send an invoice. Kofax, a third party that scans and digitalizes invoices, forwards the invoices to Qobee, where the invoice is further monitored and submitted for approval to the appropriate employee. After approval, the invoice is automatically exported to Exact, Lentis’ financial package, and the supplier is paid.

‘Automation results in time savings and the processes are also more optimized,’ says Michel Petrusma, Sales Director Software Netherlands at Anchr. ‘By decentralizing procurement processes, cost savings are achieved, communication becomes clearer, and a systematic system is in place that can be used throughout the organization. With Qobee, real-time insights can also be obtained based on reports and analyses.’

Implementation in the cloud

‘The solution is now also hosted within a Qobee data center in the cloud, and no longer runs on-premises at the client. This means updates are performed systematically and automatically, and Lentis always benefits from the most recent version with new releases and functionalities,’ says Lisa Baeten, Project Manager at Qobee. ‘We take ICT responsibilities off Lentis’ hands and maximize their relief,’ adds Ferry Groffen, Technical Project Leader at Qobee.

Integration with external packages and parties

A major advantage of Qobee, the procurement & finance software, is that it can be integrated with existing tools. In the case of Lentis, Qobee was linked to Exact, Lentis’ financial package, and Kofax, the party responsible for invoice scanning. Another additional connection was made with a specific cleaning product supplier. The supplier has its own portal. Qobee ensured that all orders to that supplier are forwarded to Qobee. This keeps all obligations and requests clearly visible within one solution.

Successful collaboration

‘We look back on a successful collaboration and go-live on December 5, 2022,’ says Michel Petrusma. ‘There was good preparation from Qobee and Lentis, and excellent testing afterward. This made the transition smooth, and we are satisfied with this project.’ Ineke Wijnholds, Manager Central Administrations at Lentis, also confirms: ‘Compliments to the Qobee team and our Lentis employees who made this implementation a success!’

Lentis, a Dutch mental health care provider, offers care and support to more than 28,000 children, young people, adults, and the elderly with complex psychiatric problems.

With approximately 2100 employees, it operates based on the belief that people in the region are entitled to a healthy and opportunity-rich outlook. In treatment and support, it focuses on development and recovery. Lentis provides treatment and care as much as possible at home or in the (outpatient) clinic or digitally. Dignis, a part of Lentis, offers elderly care both at home and at one of the locations in the city of Groningen and in North-Drenthe.