Van Moer achieves 50% reduction in invoice processing time with GoBeyond Supplier Invoicing

About Van Moer

Van Moer is a Belgian workwear distributor with a turnover of nearly €40 million, selling primarily across Belgium, the Netherlands and Germany. Operating between production partners and large enterprise customers, some with thousands of employees requiring workwear, Van Moer manages a highly transactional business.

The Challenge

Distributing workwear across multiple markets, working with external production partners and serving large customers with detailed requirements, all add up to a high volume of complex invoices. Van Moer processes around 400 a month, often spanning multiple pages and covering numerous product lines, models and the 15 sizes available per model. Every line needed to be checked against inbound deliveries and matched to the corresponding purchase order before it could be booked.

That level of detail meant an enormous manual workload: inputting data, cross-referencing deliveries, checking quantities and validating payments line by line.

Gert Vanclee, CFO at Van Moer, says, “There’s an equilibrium somewhere between highly standardised, automation friendly processes, and those that are more customised and variable, which naturally require more manual control. It was at that point we decided to go for automating the processing of our invoices.”

This workload was compounded when, around five years ago, Van Moer made the strategic decision to move to SAP S/4HANA Private Cloud. While the platform provided a strong foundation for growth and operational control, it also highlighted the need for efficient, streamlined processes within accounts payable. The organisation needed a way to manage invoicing through greater automation and reduced manual effort.

The Solution

After assessing the market, Van Moer selected TheValueChain’s GoBeyond Supplier Invoicing solution to automate the processing of supplier invoices directly into SAP S/4HANA. The aims were to reduce manual effort, improve accuracy and create end-to-end visibility across the accounts payable process, without sacrificing the level of control the business needed.

The initial implementation progressed smoothly. Standard functionality was up and running quickly, and the demand on internal resources during testing remained minimal.
As testing progressed, however, the complexity of Van Moer’s business surfaced a limitation: standard invoice-to-purchase-order matching wasn’t granular enough. Because multiple orders are often invoiced together, Van Moer needed to link each invoice line not just to a purchase order, but to the individual production order and the specific inbound delivery for those goods.

At that point, we realised the complexity of our business meant we were hitting a wall. We worked with TheValueChain to develop a feature that goes a level deeper, down to the order level, because we often invoice multiple orders at once.”

This capability was developed and integrated with the support of TheValueChain. The system now reads inbound delivery data and suggests the correct delivery for each invoice line via a dropdown, dramatically reducing the time previously spent manually locating and verifying deliveries against invoices.

For Belgian suppliers, the solution is fully integrated with Peppol, the country’s mandatory e invoicing network. For the roughly 90% of Van Moer’s business outside Belgium, with suppliers in Germany, the Netherlands, and all over the world, PDF and email invoices are automatically processed. Once processed, all invoices are created directly in SAP S/4HANA and stored in a digital archive for easy retrieval.
The result is an invoicing solution that is shaped around the realities of Van Moer’s business, with a relationship built on transparency, collaboration and measurable results.

Gert highlights, “The goal of the project was to halve our invoice processing time, and that’s exactly what we’ve accomplished. At this moment, everything is working, and our staff are enthusiastic about how it’s running.”

Benefits

• 50% reduction in processing time for goods invoices: Manually locating inbound deliveries and matching them line by line to invoice data has been effectively eliminated, meeting Van Moer’s primary project goal.
• 70–80% time savings on service invoices: These invoices are less complex and don’t require delivery matching, allowing automation to deliver even greater efficiency gains.
• Improved accuracy: Automated data capture and matching reduces the risk of mismatches, duplicate entries or missed items that can occur with manual processing.
• End-to-end visibility: Achieved across the accounts payable process, from receipt through to booking and payment.
• Centralised invoice monitoring: The accountants team can locate any invoice instantly in one structured digital environment, with AI-powered data recognition supporting accuracy and speed.
• Peppol compliance: The solution natively integrates the inbound and outbound invoice flows, within Belgium and internationally, without requiring additional middleware, ensuring it remains future proof as more countries adopt Peppol.

Working with TheValueChain

“It’s an easy cooperation, open, informal and transparent. If the ROI isn’t there, TheValueChain tells you. That’s the kind of communication that builds real trust. It’s not just a supplier relationship; it’s a true partnership.”