Reference Story Stiftung Liebenau
Processing incoming invoices now takes just three days instead of two weeks
The Liebenau Foundation relies on d.velop’s digital invoice processing solution integrated with SAP. Invoices are now archived directly in the DMS.
Headquartered in Meckenbeuren, Baden-Württemberg, near Lake Constance, the Liebenau Foundation is a church-based private foundation with 40 subsidiaries, shareholdings, and independent foundations. Established in 1870, it now employs around 8,000 people across approximately 370 locations in 115 municipalities in Germany, Austria, Italy, Bulgaria, Slovakia, and Switzerland. As a complex provider in the fields of care and living spaces, inclusion and family, health, education, services, and products, the Liebenau Foundation supports around 30,000 people each year – promoting self-determination and participation in society.
- 370 Locations are run by the Stiftung Liebenau
- 8000 employees people work at the Stiftung Liebenau.
High administrative effort for paper invoices
In an organisation that supports and cares for 30,000 people across six European countries every year, administrative effort is significant. Especially in the area of digitalisation, there are always opportunities to speed up and simplify workflows. The Liebenau Foundation also recognised this potential: around 130,000 incoming invoices are received each year for its German entities alone. “Everything was paper-based – invoices arrived at different locations and were then sent on their journey,” explains Markus Holleczek, Project Consultant, Central IT at the Liebenau Foundation, describing one of the challenges.
Long processing times and limited transparency
Further efficiency issues arose with processing times, which could take up to two weeks, and with transparency: “It was difficult to find out where a particular invoice was,” recalls Markus Holleczek. “This was ultimately one of the reasons why we decided to digitalise the entire process.” The IT expert adds another reason: “Until then, we didn’t have standardised processes for incoming invoice processing. We wanted to change that too. Our goal was to streamline the process and map it digitally.”
SAP as the leading business management tool
At the Liebenau Foundation, SAP is the primary business management system. “It is our ERP and management information system, through which we also handle finance, corporate controlling, and payroll,” explains Markus Holleczek, Project Consultant, Central IT. The head of the Accounting department took on the topic of incoming invoice processing (IIP) for the Foundation’s German entities. “It was necessary to take a closer look at this process,” he recalls, “and we decided to take a more global perspective, rather than focusing solely on incoming invoices.”
The goal: Implementing invoice processing and DMS in parallel
The Liebenau Foundation aimed not only to digitalise the incoming invoice process for its German entities but also to find a provider capable of implementing document management and digital files in parallel. “In the area of services for people with disabilities, we deal with client files and incoming mail,” says Markus Holleczek. “We wanted to establish a broad digital setup, looking towards the future.” This led to a tender and selection process.
Evaluating multiple DMS providers
“In this process, incoming invoice processing was just one part of the overall requirements,” Holleczek explains. “We looked at several DMS providers, reviewing their offerings: which components they provide, how licensing works, how the software is structured, and whether it fits well with our existing landscape.”
d.velop comes out on top
“We are Microsoft-oriented regarding our server architecture,” continues the project expert. Additional questions needed to be addressed: Which functions does the system offer? How are files represented? How is the incoming invoice process mapped? How well does everything integrate with our existing systems? “It was a whole array of topics we examined to evaluate them for our needs.” In the end, d.velop came out ahead.
Incoming invoice processing and client files
Both parties then appointed project participants, forming the project teams. “There were two main focus areas,” Holleczek summarises. “One was incoming invoice processing, and the other was the client file with our subsidiary ‘Liebenau Teilhabe’.” The IT specialist describes the project workflow: “The subprojects followed classic structures, with kick-off workshops and intensive meetings to clarify the issues at hand.”
Iterative steps towards Go-Live
These meetings initially focused on installing the system foundation and ensuring the hardware for all future systems was in place. “Next, individual components of IIP, such as the invoice reader, workflow, and ERP handover, are presented. Based on this, discussions with the relevant departments cover details of the scanning process, processor assignments, approval limits, and handover parameters. The agreed requirements are then evaluated and implemented in the test system,” describes Simon Vastmann, Project Manager Healthcare & Welfare at d.velop.
Go-Live after testing
“To allow key users to test the system using a test matrix, training sessions are conducted, and any adjustment requests are addressed iteratively. After the testing phase, a Go-Live date is set, and the d.velop project team supports the system during the first weeks of operation,” explains Simon Vastmann. “The system is then handed over to the colleagues at the Liebenau Foundation.”
Four months from project start to Go-Live
The Liebenau Foundation had already begun preparing for digital incoming invoice processing in advance. “Of course, the creditors were cleaned up, and we looked at how the process could work and whether it could be implemented as we envisioned,” says Markus Holleczek.
We had very short turnaround times – from project start to implementation, it took just four months before the first incoming invoice workflow went live.
Markus Holleczek
Project Consultant, Central IT
Stiftung Liebenau
Well-prepared by the Liebenau Foundation
Thorough preparation enabled smooth planning and execution of each project step. “The Liebenau Foundation has its own IT department with a dedicated data centre,” explains Eva-Maria Würz, describing the on-site conditions. “The projects were very structured and well-managed. The Foundation is exceptionally strong in IT projects.” Gradually, the IIP rollout extended to additional entities of the Liebenau Foundation. Markus Holleczek adds: “Now, only one subsidiary remains, and we are essentially in the project’s final phase.”
Close project support from d.velop
Much of the project phase was conducted remotely. “There were two on-site meetings; everything else was handled digitally,” summarises Markus Holleczek. He continues: “What I particularly appreciated was the d.velop project team always being receptive and responding very quickly. The support from d.velop was very hands-on, ensuring that everything fit together as it should.”
Integration with SAP
Were there any challenges in the project? “Projects like this always come with challenges – we’re not a simple organisation with our complex structure. One challenge was managing the many different requests from our entities. Another was mapping and integrating the incoming invoice process within SAP. You have to work out how to bring everything together, but at the end of the day, all issues were resolved, and solutions were found for everything.”
Everything proceeded quickly and smoothly, thanks in large part to the excellent collaboration with d.velop. It was also clear that we have strong SAP expertise in-house, which allowed for a seamless exchange of ideas and responsibilities.
Markus Holleczek
Project Consultant, Central IT
Stiftung Liebenau
Significantly improved processing times
Since its introduction, IIP in SAP has made a noticeable difference. “Processing times for invoices have improved considerably, which also impacts discount handling – that has been massively enhanced. And of course, transparency has improved. You always know where an invoice is and who is currently handling it. These are definitely areas that have seen improvement,” explains Markus Holleczek.
GoBD- and GDPR-compliant with d.velop documents as DMS
To store invoices in a GoBD-compliant manner, the Liebenau Foundation relies on the document management system d.velop documents. “We used the introduction of IIP in SAP to store invoices in a digital archive,” says Markus Holleczek.
New workflows successfully established despite changes
How has staff acceptance been? “Naturally, such changes always involve adaptation. Paper-based processes are very patient,” notes Markus Holleczek. “If you’re used to having processes unfold at your own pace, it’s always a shift when a defined framework must be followed.” There were a few adjustments needed in terms of organisational structure and workflows during the implementation, he adds, but: “Overall, the workflows have become established. Often it’s just a matter of habit – once something has been running for a while and people get used to it, it generally works well.”
Digital incoming invoice processing takes place in the familiar SAP environment
The Liebenau Foundation rolled out knowledge using a classic multiplier system. “There is a central accounting team that works closely with IT,” explains Markus Holleczek. “They were trained on the components that matter, although not much changed because IIP operates within the familiar SAP environment.” Additionally, the online application KPSC Classifier is used for invoice approvals. “It’s great to have a web application with a clear interface. That has certainly made things easier.”
Processing more than three times faster
The multipliers, i.e. the key users, were trained on the system and ultimately trained the relevant staff in the facilities – such as department heads and kitchen managers – who approve or initiate payments for invoices in the software. “It was straightforward and quite easy to approve invoices afterwards,” says Markus Holleczek. Since then, the average processing time for incoming invoices has been significantly reduced. “We are now down to three days, whereas in the past it certainly took one to two weeks.”
Many potential future projects with d.velop
And what about future collaboration with d.velop? “We have already implemented a digital client file in our subsidiary Liebenau Teilhabe. Currently, we are introducing the employee app – the Stiftung-Liebenau App. We are also exploring, across different entities, other possible use cases: whether the client file should be introduced in additional areas, whether personnel files might play a role, and other potential scenarios. Final decisions have not yet been made.”
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