Whitevision

The implementation of Whitevision is designed to be as non-disruptive as possible, typically taking between 1 to 4 actual working days of consulting, spread over a total lead time of 2 to 8 weeks. The process begins with a planning phase where Whitevision specialists work with the client to define the ERP integration requirements and workflow rules. This is followed by the technical setup and 'training' of the software on the client's specific document types. A critical phase of the journey is the testing period, where clients are encouraged to process documents in a sandbox environment to ensure the AI and matching rules are performing as expected. Regular contact moments are scheduled throughout these weeks for feedback and adjustments. The final step is the 'go-live' where the system is transitioned to the production environment, supported by a post-launch check to ensure a smooth transition for the finance team.

Whitevision offers extensive customization capabilities to ensure the software fits seamlessly into any organization's unique workflow. The platform features a 'powerful configuration environment' where administrators can define complex routing rules for approvals, set thresholds for automated booking, and create custom fields for document classification. For companies with unique accounting needs, the software supports 'rule recognition'—allowing for the automated splitting of cost lines or the application of specific VAT codes based on document content. Beyond the UI configuration, Whitevision provides a robust API for developers who need to create custom data streams between Whitevision and third-party applications. This level of extensibility ensures that whether a company needs simple invoice scanning or a complex multi-entity procurement workflow, the platform can be tailored to meet those specific requirements without needing custom coding from the user.

Transparency is a key part of Whitevision's 'simplicity' philosophy. The primary cost structure consists of a monthly subscription fee and a one-time implementation fee. The monthly fee is inclusive of cloud hosting, data storage, and automatic software updates, ensuring that clients always have access to the latest AI features without additional maintenance charges. However, there are some potential additional costs to consider. These may include specialized training sessions for new staff beyond the initial onboarding, or consultancy hours for implementing new ERP integrations if the client switches their financial software. Some advanced modules, like the 'Inconto' spend management or 'Factuurportal' e-invoicing, may carry their own add-on fees depending on the selected plan. There are generally no hidden fees for document volume unless a client exceeds the generous limits defined in their specific contract tier.

Whitevision provides a comprehensive training ecosystem to ensure users can maximize the value of the automation tools. During the implementation phase, key users ('Super Users') receive hands-on training from Whitevision specialists, covering everything from scanning documents to managing complex workflows. For the broader user base, Whitevision offers a library of webinars, video tutorials, and a detailed knowledge base available through the customer portal. The software itself is designed with a 'small learning curve,' featuring an intuitive interface that guides users through the booking and approval process. For organizations that want to deepen their expertise, specialized workshops on topics like AI-driven pattern recognition or e-procurement are available. This multi-layered approach ensures that both technical administrators and daily finance staff feel confident and empowered when using the platform.

Security and data integrity are fundamental to Whitevision's cloud-based architecture. As a provider for thousands of financial departments, the platform employs high-level encryption for data both at rest and in transit. All documents are hosted in secure, ISO-certified data centers within the European Union, ensuring compliance with strict data sovereignty requirements. The software includes robust access controls, allowing administrators to define granular permissions so that users only see the documents and financial data relevant to their roles. Regular security audits and vulnerability assessments are conducted to protect against evolving cyber threats. Furthermore, the platform includes a full audit trail and logging system, recording every action taken on a document to ensure accountability and facilitate compliance during external audits. This secure environment allows organizations to move away from vulnerable paper archives to a protected digital vault.

Whitevision operates on a modern SaaS release cadence, providing frequent and automatic software updates to all cloud customers. These updates are included in the monthly subscription fee and are typically deployed during off-peak hours to minimize disruption. The update cycle covers everything from minor UI enhancements and bug fixes to the rollout of major new AI capabilities and ERP compatibility patches. Because the software is cloud-hosted, users do not need to manually install new versions or manage server-side updates; the latest features simply appear in the interface upon the next login. Whitevision provides release notes through the customer portal to keep users informed of new functionalities. This continuous evolution ensures that Whitevision customers are always equipped with the latest technology to combat administrative inefficiency without the 'version fatigue' associated with legacy on-premise software.

Whitevision maintains a clear and transparent policy regarding data ownership: the customer remains the sole owner of all documents and data processed through the platform. Whitevision acts strictly as a data processor, providing the tools and infrastructure to manage that data. In the event that a customer decides to terminate their subscription, Whitevision offers robust data export options, allowing organizations to download their entire digital archive, including metadata and audit trails, in standard formats like PDF and CSV. This ensures data portability and prevents 'vendor lock-in.' The platform is also designed to help companies meet their legal 'retention obligations,' providing a secure digital environment where documents are stored for the legally required duration (e.g., 7 years for tax purposes in many regions) with easy retrieval for audit purposes.

Whitevision is built to scale alongside its customers, whether they are growing from a single office to multiple branches or increasing their document volume from hundreds to thousands per month. The platform’s multi-administration support allows for the central management of multiple legal entities, each with its own ERP integration and workflow rules. The cloud-native infrastructure is designed for high availability and performance, capable of processing nearly 4 documents per second across its entire user base. As a company expands, they can easily add more users or activate additional modules like 'Spend Management' or 'Contract Management' without needing a full system overhaul. This scalability is a key reason why Whitevision is a preferred partner for fast-growing mid-market companies and large enterprises that need a solution that won't be outgrown as their administrative complexity increases.

Contractual terms with Whitevision are designed to be fair and predictable. Standard contracts typically involve an initial term with options for annual renewal. Cancellation terms are standard for the SaaS industry, usually requiring a notice period before the end of the current term. Whitevision provides a clear Service Level Agreement (SLA) that outlines commitments for system uptime and support response times. The terms also include comprehensive Data Processing Agreements (DPA) to ensure compliance with GDPR and other privacy regulations. By providing a clear framework for renewal and cancellation, Whitevision fosters long-term partnerships based on trust and performance rather than restrictive legal traps. Their focus on 'simplicity' extends to their contracts, which are written in clear language to avoid misunderstandings regarding service scope or financial obligations.

Compliance is at the heart of Whitevision's service, particularly given its focus on the European market. The platform is fully compliant with the General Data Protection Regulation (GDPR), ensuring that personal and financial data is handled with the highest standards of privacy and transparency. For industry-specific needs, Whitevision supports the DICO standard for the construction and installation industry, enabling the seamless exchange of digital documents between partners. Additionally, the platform is integrated with the Peppol network, allowing for the secure and compliant exchange of e-invoices across borders. By automating the archiving of documents in accordance with regional tax laws, Whitevision helps organizations maintain a 'ready-to-audit' state at all times. Their commitment to compliance provides peace of mind for finance directors who must navigate an increasingly complex regulatory landscape.