Addev Materials digitises its expenses claims management with Notilus
Behind the scenes of the project.
Addev Materials is a medium-sized company based in Lyon and founded in 2006 (500 employees, revenue of €110 million), specialising in the transformation of innovative products (adhesive tapes, glues and chemical products) and the implementation of value-added services for its target markets, which include aviation, construction and energy.
Above all, Addev Materials was built through external growth and the integration of businesses and now has almost twenty operational entities located mainly in France (50% of revenue) but also in Belgium, Poland, the United States, Canada and Dubai. Addev Materials is experiencing strong growth, integrating one to two businesses a year. The issue of digitisation and standardisation of processes arose with the aim of building an international, flexible and rigorous group.
Digitisation of processes is a strategic choice made by the company
Fabien Morel, Finance Director France, explains that the approach initially came about from the strategic desire to improve operational processes. Supported by BPI as a member of the first cohort of ‘medium-sized company accelerators’ to digitise its processes, Addev Materials has undertaken several projects including paperless expenses claims. This approach underlines Addev Materials’s desire to innovate in its processes and improve its productivity by facilitating the convergence of practices. Paperless expenses claims also contribute to the commitment made by the Group as part of its CSR policy to protect the environment by helping to reduce paper and energy consumption.
A project run by the Administration and Finance Department
This matter was raised at the beginning of 2017 by the Finance Department as a result of a partnership between the general expenses purchasing department and the financial controller. Firstly, needs and market tools were identified. Specifications were drawn up including the number of people who would potentially generate expenses claims, the time required for administrative management and the expected benefits. The aim: to identify the cost currently generated compared to the cost proposed by market tools. Bids from five different service providers were received in mid-2017. They were whittled down to two at the end of 2017. Fabien Morel took over the project and selected the service provider in the first quarter of 2018.
He was attracted by Notilus’s adaptability
‘Notilus was considered the solution best suited to the group’s size. Business users were included in the decision-making process, as well as accountants for the entry aspects. Addev Materials wanted an adaptable and reliable solution that was robust enough to be able to be developed internationally. Notilus appeared to be more structured than the competition. Furthermore, the interface was also more attractive’, explains Fabien Morel.
No more Excel files
Until then, everyone had created a monthly Excel file and attached paper receipts to it before turning to the accounting department to carry out VAT control, check every expenses claim and finally enter it in the ERP. Those days are over, thanks to the Notilus software.
‘The Notilus staff were very available and patient throughout the process. We had the same contact people throughout the project. They worked to understand us and delivered a solution that met our needs as closely as possible’, says Fabien Morel. The launch of the solution in France, scheduled for the third quarter of 2018, is the first step towards international deployment.