How Do You Get Started with Whitevision?
Quick Summary
Whitevision B.V. Declaraties is a Dutch document-processing and expense-claim solution designed to help organizations digitize incoming invoices and receipts, automate approval workflows, and connect expense data directly to an ERP or accounting system. Consequently, businesses that switch to Whitevision typically eliminate manual data entry, reduce the time spent chasing paper receipts, and gain clearer oversight of who has approved which claim. This article reveals what Whitevision B.V. Declaraties actually does, why organizations choose it, and how to move from a first login to daily, confident use. Whether you are an administrator setting up the platform for a whole finance team or an employee submitting your first mileage claim, the sections below walk through the practical steps, the terminology you will encounter, and the questions most newcomers ask.
What Is Whitevision B.V. Declaraties?
Why Does Whitevision Exist?
Whitevision was built to solve a problem that most finance departments know well: incoming documents, such as purchase invoices, delivery notes, and employee expense claims, arrive in many different formats and from many different channels. As a result, staff often spend hours each week retyping figures, chasing approvals, and filing paper receipts. Whitevision addresses this by combining Optical Character Recognition (OCR), configurable workflows, and direct integrations with accounting and ERP systems, so that documents move from “received” to “booked” with minimal manual intervention.
How Does the Declaraties Module Fit In?
While Whitevision‘s broader platform handles purchase invoices and other incoming documents, the Declaraties (expense claims) module focuses specifically on employee expenses. Employees photograph a receipt with the mobile app, submit it, and the OCR engine automatically extracts details such as the amount, date, and VAT information. Afterward, the claim is routed to the correct manager for approval and, once approved, transferred into the company’s financial administration. Because the same underlying recognition technology is used for invoices and expense claims, organizations that already use Whitevision for invoice processing can extend it to expense management without learning an entirely new system.
What Do You Need Before You Start Using Whitevision?
Which Accounts and Access Rights Are Required?
Before diving in, an administrator within your organization must first request access and set up the environment. Typically, this involves the following:
| Requirement | Purpose |
|---|---|
| Whitevision account/license | Grants access to the web portal and app |
| Administrator role | Configures workflows, users, and approval chains |
| ERP or accounting system link | Enables automatic booking of approved claims |
| Company expense policy | Defines categories, limits, and VAT rules |
Once these building blocks are in place, individual employees can be invited to the platform and assigned the correct role, such as “submitter,” “approver,” or “administrator.”
What Devices and Systems Does Whitevision Support?
Whitevision is accessible both through a browser-based dashboard and a mobile app. Generally speaking, the desktop environment is better suited to reviewing overviews and managing bulk approvals, whereas the mobile app is more convenient for photographing and submitting receipts on the go. Since Whitevision is also commonly paired with ERP or accounting software, such as Exact Online, it is worth confirming with your IT or finance team which integration is already configured, so that submitted claims flow automatically into the correct ledger.
How Do You Set Up Whitevision B.V. Declaraties Step by Step?
How Do You Create and Configure Your Account?
- Request access from your Whitevision administrator or account manager.
- Log in through the web portal using the credentials provided.
- Download the Whitevision app on your smartphone if you plan to submit claims while traveling.
- Confirm your personal details, such as your name and IBAN, since these are used for reimbursements.
- Review your assigned role, because this determines whether you can submit claims, approve them, or both.
How Do You Configure the Approval Workflow?
Afterward, administrators typically define an approval chain so that every claim is reviewed before it is booked. In practice, this means:
- Assigning each employee to a specific approver or manager.
- Setting spending thresholds that trigger additional review.
- Deciding whether claims are treated as invoices (with employees registered as “suppliers”) or processed through a dedicated expense workflow.
- Establishing standard categories, such as travel, meals, or accommodation, so reporting stays consistent.
Because Whitevision’s OCR does not always capture every field from a handwritten or low-quality receipt, many organizations also introduce a standard submission form that asks employees for their name, IBAN, date, description, and amount. This small addition significantly improves recognition accuracy.
How Do You Submit and Approve an Expense Claim?
How Do Employees Submit a Claim?
Submitting a claim is designed to be quick. An employee typically photographs the receipt using the app, adds any missing details, such as a project code, and sends it. The document is then automatically delivered to the designated processing mailbox or portal, where the OCR engine extracts the relevant data, including the amount, supplier, and VAT breakdown. Since this removes the need to manually retype figures, most employees find that submitting a claim takes less than a minute once they are familiar with the process.
How Do Managers Review and Approve Claims?
Once a claim has been submitted, it appears in the approver’s queue, either in the dashboard or the app. From there, the manager can:
- Review the extracted data against the attached receipt image.
- Approve, reject, or request clarification directly within the system.
- Add comments if a question arises about a specific line item.
Consequently, there is no need to physically place a paper claim in someone’s inbox or wait for a signature, which is often the slowest part of a traditional expense process. Once approved, the claim moves automatically into the connected accounting or ERP system for payment processing.
What Common Challenges Should New Users Expect?
Why Might Some Data Not Be Recognized Automatically?
OCR technology is highly effective, but it is not infallible, particularly with faded receipts, handwritten notes, or unusual formats. Therefore, new users should expect to manually correct a small percentage of submissions, especially in the first few weeks of use. Over time, recognition accuracy tends to improve as the system adapts to the types of documents your organization submits most often.
How Can Teams Avoid Approval Delays?
Even with automation, workflows can stall if an approver is unavailable or overlooks a notification. To reduce this risk, organizations often:
- Set up automatic reminders for pending approvals.
- Assign a backup approver for periods of leave.
- Review workflow reports periodically to identify recurring bottlenecks.
Because Whitevision centralizes this data, administrators can quickly see where claims are getting stuck rather than relying on employees to follow up manually.
Conclusions
Getting started with Whitevision B.V. Declaraties is straightforward. First, secure account access and configure the approval workflows. Then, connect your accounting or ERP system. Finally, train employees to submit claims through the app or portal. The initial setup requires coordination between administrators, finance teams, and IT. However, the completed workflow can significantly reduce manual data entry. It can also speed up approvals and keep expense records organized in one place. As with any OCR-based system, a short adjustment period is normal, but most organizations find that Whitevision B.V. Declaraties quickly becomes a reliable and efficient part of their financial administration once the initial configuration is complete.
Frequently Asked Questions
Yes. Because Whitevision offers various integrations and configurable workflows, it is used by organizations of different sizes and sectors, ranging from construction firms to educational institutions. Smaller teams may use simpler approval chains, while larger organizations often configure multiple approval layers and department-specific rules.
While Whitevision is most powerful when connected to an ERP or accounting system, it is possible to use the platform for document processing and approvals on a standalone basis. However, without an integration, approved claims will need to be exported or entered manually into your financial records, which reduces some of the automation benefits.
This varies depending on the size of the organization and the complexity of the approval workflow. Simple setups with a small number of users can often be ready within a few days. Larger organizations may need several weeks to complete the setup. Multiple departments and ERP integrations can make the process more complex. Teams may also need additional time to configure and test the system before rolling it out company-wide.
