Interview with Debby Smits, business architect at Logistic Force
"Logistic Force gains at least half an hour per contract per year on 6,500 contracts alone."
With 20 branches, Logistic Force is one of the larger temporary employment agencies in the Netherlands. The company specializes in the temporary placement of workers in the transport and logistics sectors, and its ERP system is AFAS Flex. However, business architect Debby Smits came up against the system’s limitations, so in 2019 she decided to use Documizers to plug the gaps and streamline document processes.
Debby Smits has worked at Logistic Force since 2015. As a business architect, she optimizes the company’s ICT processes. Among other things, she supervised the migration from a proprietary system for the flex sector within AFAS to the standard AFAS Flex system. In December of 2019, new legislation forced Logistic Force to quickly convert its employment contracts. Smits explains: “Due to the new Dutch Balanced Labor Market Act (Wet arbeidsmarkt in balans), we were obliged to restructure our employment contracts. We had 900 contracts to convert in three weeks.” Coincidentally, Smits
had seen Documizers in action before. After her proposal to the board, Documizers could get to work. Smits explains: “Within three weeks, everything was ready!”
"DocuFlow is also brilliant in terms of layout. Our documents look highly sleek and professional."
More possibilities and better looks
DocuFlow, the solution from Documizers, Logistic Force is plugging the gaps that AFAS had. Smits explains: “In AFAS, it was not easy to draw up contracts in different languages and of different types. With DocuFlow, it is. We have contracts in four languages and have, for example, variants with and without a temporary employment clause. DocuFlow now automatically looks at the nationality of the temporary worker and at the type of contract required. And the rest runs smoothly. We create a contract in the system, DocuFlow sends it automatically, we receive the signed contract, and DocuFlow automatically saves it in AFAS.”
Smits also considers the professional appearance of the contracts a big plus: “As a company, you want to create a clear image as you grow. DocuFlow is also brilliant in terms of layout. Our documents look highly sleek and professional.”
Adjustments only need to be made once
Logistic Force’s documents comprise several variables. Smits explains: “In addition to language and type of contract, for quotations the variables include notice period, price agreement and transition fees.” With DocuFlow, Logistic Force creates the various elements once and, with the help of automation rules such as variable text blocks, automatically incorporates them into the correct documents. Smits explains: “This way we have to adjust these elements only once for all documents. Even if there are interim adjustments, it remains a single unit.”
First contracts, now quotations and more
DocuFlow also proves its added value for other documents that Logistic Force sends and processes. Smits explains: “We used to prepare our quotations to employers manually, in all kinds of different versions. With DocuFlow, we invested once in setting it up and now we save a lot of time and have a clean, beautiful quotation with exactly the content that should be in it.” Now that the quotations have been done, the termination letters and the salary advances will follow shortly.
"Standard elements are adjusted once for all documents."
Mapping the new document process
Logistic Force uses AFAS Profit for the source data and AFAS Insite as the front office. The documents are prepared in Microsoft Word, converted to PDF, and sent via Outlook. Logistic Force also uses DocuFlow’s digital signing.
Contracts
- DocuFlow retrieves the data needed for the temporary employee in AFAS.
- DocuFlow draws up the contract with the right elements.
- The temporary employee receives an email with a link to the contract.
- DocuFlow saves the contract as ‘not yet signed’.
- The employee views the contract in a secure environment.
- The employee signs it digitally and gets confirmation.
- The signed contract is stored in AFAS.
Quotation
- DocuFlow retrieves the necessary data for the quotation in AFAS (including the call for quotations, notice period, price agreements, and transition fees).
- DocuFlow creates the quotation and inserts the digital signatures of all signatories internally.
- Logistic Force reviews and approves the quotation.
- DocuFlow sends the quotation and stores it temporarily.
- The employer receives the quotation, signs it digitally, and gets confirmation.
- Logistic Force receives the signed quotation and DocuFlow stores it permanently in AFAS.
Saving time, and making fewer errors
The advantages of DocuFlow are clearly visible in a much more efficient process, less chance of errors and a better experience for both sender and recipient. Smits explains: “It really saves us a lot of time. Before, we had to think about the type of contract, create it manually, print it out and email or post it. And then we had to wait even longer for it to be returned, all with the risk of errors. Now it
saves us at least half an hour per contract. And on an annual basis, we have about 6,500 of them. We’re also much more flexible now, have more options and our documents look more professional.”
Smits is also pleased with the cooperation with Documizers: “I like the fact that I have one designated
contact, who knows both AFAS and how our organization works. When I need help, I get it very quickly. Documizers tackles priority items right away, and things are sorted out within the week.”
"Thanks to Documizers, we save at least half an hour on contracts alone, and each year we process about 6,500 contracts."
About Logistic Force
Logistic Force is one of the larger temporary employment organizations in the Netherlands. The company specializes in the temporary employment of workers in the transport and logistics sectors.
Everything You Need to Know About DocuFlow
Download the brochure. It provides a detailed explanation of all DocuFlow functionalities.
More information at logisticforce.nl
Documizers versimpelt documentprocessen met DocuFlow.
DocuFlow also offers benefits such as:
- Professionalization of communication workflows;
- Standardization and a consistent way of working;
- Prevention of (human) errors;
- Insight into document workflows;
- Centralized management of templates, processes, and documents.
