Emergis adopts a unified Purchase-to-Pay process

To streamline its HR processes, Emergis, a mental health organisation in the Dutch province of Zeeland, was already making use of the AFAS ERP system. In order to improve the organisation’s financial administration and procurement processes, it was a logical step to also transfer these processes to AFAS. A key objective was to make the entire process – from order to invoice processing – more efficient and user-friendly. As Emergis had little experience with Purchase to Pay (P2P) solutions, Spendlinq was asked to supervise the implementation and rollout.

The challenge

Emergis wanted to gain a better grip on its procurement and invoice handling process, and concluded that a uniform end-to-end P2P process was needed to achieve this. In the decentralised organisation, working methods and procedures had not yet been standardised, and the various departments, procurement and support services involved were working relatively independently. This meant it was important to properly align the old processes with the new way of working, and to fully involve employees in the change, providing the necessary support and guidance.

The role of Spendlinq

Together with Emergis employees and partners AFAS, Fikss and Oranje Consultancy, Spendlinq worked on the implementation and rollout of the modules. As chair of the Procurement work group, Spendlinq coordinated the design of the process and its setup. In addition, Spendlinq provided in-depth process knowledge, frequently coordinating activities with other work groups and with software supplier AFAS. The project also included support in testing the process chain and training employees.

The solution

Emergis was looking for a user-friendly solution that would make it easier for employees to meet their procurement needs. The new process and system would have to streamline procurement activities with fewer channels, faster order lead time and easier invoice processing. By encouraging employees to order from current contracts with preferred suppliers, the organisation expects to be able to benefit more from economies of scale in price negotiations, while reducing procurement costs and risks.

The technology

The result

In 2025, Emergis went live with AFAS Finance and Procurement. The organisation has now laid a solid foundation for further process and system optimisation, facilitating the further professionalisation of the end-to-end P2P process.

About Emergis

Emergis is a community-wide organisation for mental health and wellbeing. Every year, the organisation supports some 13,000 people of all ages with a variety of challenges in the areas of mental health, addiction, housing, work, safety and domestic violence. This takes place at 50 locations in Zeeland.