How Do You Configure Whitevision for Document Processing?
Quick Summary
Whitevision B.V. Declaraties is a Dutch document-processing platform that collects incoming invoices, receipts, and other business documents from email, portals, and file uploads, then uses OCR and AI to extract data, generate booking proposals, and route each document through a configurable approval workflow. Consequently, correctly configuring the platform from the outset determines how much manual work your team saves in practice. This article reveals how to set up Whitevision for document processing, covering collection channels, recognition settings, matching rules, workflow configuration, and ERP integration, so that documents move smoothly from arrival to booking with minimal intervention. Whether you are configuring the system for the first time or refining an existing setup, the sections below outline the practical steps and decisions involved.
What Does Document Processing in Whitevision Actually Involve?
How Does Whitevision Handle Incoming Documents?
Whitevision is built around a sequence of stages: documents are collected from various sources, their content is recognized through OCR and AI, the data is checked and enriched, and the document is then routed through a workflow for review or automatic booking. Because emails, PDFs, XML files, and even paper scans can all be brought into the same pipeline, the platform is designed to handle mixed document formats without requiring separate processes for each one. Once a document has been recognized, Whitevision generates a booking proposal that combines the extracted OCR data with any available XML data, which employees can then review before confirming.
Which Document Types Can Be Configured?
Whitevision is not limited to purchase invoices. Depending on how the system is configured, it can also process:
- Purchase orders and order confirmations
- Packing slips and delivery notes
- Expense claims and receipts
- HR documents and contracts
- Service orders and tickets
As a result, organizations often configure multiple document types within the same environment, each with its own recognition rules and approval path, rather than treating every incoming file the same way.
How Do You Set Up Document Collection?
Which Channels Should You Connect First?
Before any recognition or workflow settings matter, documents need a reliable way into the system. Whitevision supports several collection channels, and most organizations configure more than one:
| Channel | Typical Use Case |
|---|---|
| Email inbox | Suppliers send invoices directly to a dedicated address |
| Peppol network | Structured e-invoices from connected suppliers |
| Cloud folders/SharePoint | Internal document uploads |
| Mobile app | Photographing receipts or field documents |
| API/server upload | Automated transfers from other business systems |
Since most invoices still arrive by email, configuring a dedicated processing mailbox is typically the first and most important step.
How Do You Reduce Manual Sorting of Incoming Mail?
Even with a dedicated mailbox, incoming messages often need to be sorted before they reach the recognition engine. Whitevision‘s email handler can automatically split, combine, or move attachments, which means administrators should configure rules for how multi-invoice emails, forwarded messages, and irrelevant attachments are treated. Otherwise, staff may still need to manually separate documents before processing begins, which undermines much of the time saved elsewhere in the workflow.
How Do You Configure OCR and Data Recognition?
What Settings Improve Recognition Accuracy?
Whitevision combines OCR with AI to recognize both header data (such as supplier name, invoice number, and total amount) and line-item details. To configure this effectively, administrators should:
- Ensure supplier master data, including company name, VAT number, IBAN, and Chamber of Commerce number, is complete and accurate in the connected financial system.
- Set default cost allocation rules, so recognized amounts are automatically assigned to purchase orders, projects, cost centers, or general ledger accounts.
- Correct any misread values during initial use, since the system remembers corrections and applies them automatically in future documents.
Because the software becomes more accurate as it learns from corrections, recognition quality tends to improve steadily over the first weeks of configuration rather than being perfect from day one.
How Does the Matching Feature Work?
For purchase invoices in particular, Whitevision offers a matching function that automatically compares incoming invoices against orders and goods receipts. When a discrepancy is found, such as a price or quantity mismatch, the corresponding invoice line is automatically flagged for review, rather than requiring someone to check every line manually. Consequently, configuring matching rules correctly can significantly reduce the time spent tracing errors, particularly in organizations that place frequent purchase orders with the same suppliers.
How Do You Configure Approval Workflows?
How Do You Decide Who Approves What?
Once documents are recognized, they need to be routed to the right person for review or approval. Configuring this well typically involves:
- Defining approval chains based on department, cost center, or document type
- Setting monetary thresholds that trigger additional review
- Assigning fixed rules for recurring categories, such as automatically routing fuel receipts to a specific approver
- Designating backup approvers for periods of absence
Because Whitevision’s workflow software is included in all variants, these rules can be adjusted at any time as the organization’s structure or policies change, without requiring a separate purchase or module.
How Do You Keep the Approval Process Visible and Manageable?
Once you configure a workflow, approvers receive a notification when a document is ready for review. They can then approve the document from a desktop, tablet, or phone. This flexibility matters because approval delays are one of the most common bottlenecks in manual processes. Every processed document remains available in the user’s history. This history works as a digital archive. Approvers and administrators can search it whenever they need to verify a past transaction. Clear notification settings and a searchable archive can prevent confusion. They also make it easier to manage approval records than paper-based or email-based processes.
How Do You Connect Whitevision to Your ERP or Accounting System?
Why Does Integration Matter for Document Processing?
Whitevision is generally used alongside an ERP system or accounting software, since a standalone recognition and approval process still requires someone to transfer the final data manually. Once integrated, however, approved documents are automatically booked into the connected financial system, which removes this last manual step and keeps ledgers up to date without delay.
What Should You Check Before Going Live with an Integration?
Before switching on an ERP integration, it is worth confirming the following:
| Item to Check | Why It Matters |
|---|---|
| Chart of accounts mapping | Ensures costs are booked to the correct ledger accounts |
| Supplier master data | Prevents duplicate or unmatched supplier records |
| VAT rate configuration | Avoids incorrect tax calculations on booked documents |
| Test batch of documents | Confirms data flows correctly before full rollout |
Since Whitevision maintains partnerships with several ERP providers, most integrations are described as far-reaching, but running a small test batch beforehand remains good practice, regardless of how established the integration is.
What Should You Monitor After Configuration Is Complete?
How Do You Know the Setup Is Working Well?
After the initial configuration, it is advisable to monitor a few indicators over the following weeks, including how many documents require manual correction, how long approvals take on average, and whether flagged discrepancies are being resolved promptly. If recognition errors remain frequent, this often signals that supplier master data or document templates need further adjustment rather than a fault in the software itself.
How Do You Adjust the Configuration Over Time?
Because business needs change, document processing configuration is rarely a one-time task. Organizations often revisit their setup when they onboard new suppliers, restructure departments, or introduce new document types. Fortunately, Whitevision’s low-code approach to workflow configuration means these adjustments can typically be made by administrators directly, without requiring developer support or a lengthy change request process.
Conclusions
Configuring Whitevision B.V. Declaraties for document processing involves several interconnected steps: setting up reliable collection channels, tuning OCR and matching settings, building approval workflows that match your organization’s structure, and connecting the platform to your ERP or accounting system. Although the initial setup requires coordination between finance, IT, and department managers, the resulting configuration allows most incoming documents to be processed automatically, with staff only needing to review genuine exceptions. As master data improves and the system learns from corrections, recognition accuracy and processing speed tend to increase further, making Whitevision B.V. Declaraties an increasingly efficient part of the organization’s document workflow over time.
Frequently Asked Questions
Yes. Since the platform supports invoices, expense claims, purchase orders, packing slips, and other document types within the same environment, organizations commonly configure multiple document flows simultaneously, each with its own recognition rules and approval path.
Not necessarily. Because Whitevision uses a low-code approach to workflow configuration, many settings, such as approval chains and routing rules, can be adjusted directly by administrators. However, initial ERP integration and master data setup often benefit from IT or finance team involvement.
This varies by organization, but accuracy generally improves within the first few weeks of use, as the system learns from manual corrections and as supplier master data is refined. Organizations that invest time in cleaning up supplier records beforehand typically see faster improvement.
