As a processor of digital documents, Whitevision relied on an outdated on-premises infrastructure composed of a range of disparate software products. Modernization became necessary: services needed to be adaptable quickly and efficiently for a diverse customer base across multiple industries, and the platform’s security required significant improvement. To support this transition to a modern cloud-based solution, Whitevision engaged NetRom Software. The result is a robust, scalable cloud suite that is prepared for future demands and capable of serving a diverse international customer base.
Founded in 2005, Whitevision is a market leader in inbound document processing. The company processes approximately 15 million documents annually for around 1,500 organizations with more than 26,000 end users, including Dura Vermeer, Eneco, and Eurotransplant.
Whitevision initially focused on scanning paper invoices and gradually evolved into a comprehensive software suite with customer-specific integrations for ERP systems such as 4PS, AFAS, and Exact, explains Maaike Dircken, Software Development Manager at Whitevision. The result was a broad but fragmented software landscape.
The external environment was changing rapidly. Dircken noted: “Today, the ability of solutions to adapt is itself a key differentiator.” At the same time, the demand for stronger security increased, and Whitevision began expanding toward international markets.
These developments led to a central question: how do you create a future-ready product suite that can adapt more quickly to changing customer needs? The answer was to transition the suite to a Software-as-a-Service (SaaS) model and adopt a subscription-based approach.
‘‘NetRom can respond quickly and always has the right expertise readily available.’’
MAAIKE DIRCKEN, SOFTWARE DEVELOPMENT MANAGER at WHITEVISION
For its new cloud-based product line, Whitevision deliberately chose to outsource development to NetRom. This was not a low-risk decision: more than 1,500 customers relied on the existing product, and any issues would have immediate consequences.
The initial phase of the collaboration was a learning period. Whitevision tended to include too much functionality within a single sprint, which made the technical implementation more challenging. Maaike Dircken reflected: “This was a learning experience for both sides.” Together, both parties established clear agreements on acceptance criteria and worked toward delivering a minimum viable product (MVP).
A visit to the development team proved to be a turning point. Dircken explained: “We visited the team in Romania. This greatly improved communication and helped us get to know each other on a personal level.” A stronger relationship made it easier to move forward quickly after encountering obstacles.
Clear agreements on meeting structures and communication during team changes ensured continuity on both sides.
Initially, Whitevision worked with two separate teams at NetRom, aligned with its internal structure of two legal entities. When both products transitioned from active development to maintenance mode, it became the right moment to restructure.
“We moved from two teams to a single team of five people and a team lead. A compliment to NetRom Software is that they were able to adapt quickly,” Dircken noted. This level of flexibility was not a given: “With some IT service providers, resources are assigned like interchangeable units. That is not what I want—I want to build a strong relationship with the team we work with.”
Now that the products have been consolidated into a single suite, NetRom Software plays a larger role in indirect support for end users. Dircken added: “They can respond quickly and always have the right expertise readily available.” This expertise often translates into practical suggestions, such as “Have you considered this approach?”—which is highly valued.
The collaboration resulted in a modernized, cloud-based product suite that is scalable and able to respond quickly to changing market demands. The transition to Agile working methods and a subscription-based model provides Whitevision with the flexibility to remain relevant across industries, from construction to healthcare.
Maaike Dircken stated: “The key learnings relate to predictability and reliability. We have improved our ability to estimate what a development team can deliver, and NetRom Software has become better at understanding our requirements.” This mutual reliability forms the foundation for an efficient collaboration.
Dircken concluded with a practical recommendation: “Keep collaboration and communication as simple as possible. From defining a user story to making agreements—keep it straightforward.”
Discover how NetRom, together with Whitevision, transformed a legacy infrastructure into a scalable cloud platform.
