At Pleo, we’re committed to supporting companies across many industries. While a construction firm, sports club, or healthcare brand may have very different needs, one thing remains the same: they all benefit from a streamlined, personalised onboarding process.
When the healthcare company Vitorium needed a way to eliminate administrative bottlenecks and empower department heads to manage their own budgets and make independent purchasing decisions, Pleo was the clear choice.
Here’s how our tailored onboarding made it easy for the Vitorium team to move away from siloed finance processes towards a more streamlined approach.
How admin bottlenecks created delays and frustration
Vitorium is the largest therapeutic facility in the Lüneburg Heath, a region of the Lower Saxony state in northern Germany. The large team of occupational therapists, physiotherapists, speech therapists, and lymph therapists works alongside a dedicated service and support staff.
Before Pleo, Stefan Reck, CEO at Vitorium, explained that bottlenecks led to delays and frustrations. “Previously, a single person had to handle all procurement and bookkeeping for the entire company,” he said. For a company supporting a large number of patients, this wasn’t a sustainable approach.
Along with his co-founder and sister, Kristina Reck, Stefan set about looking for a solution — and found Pleo.
Onboarding: A crucial interface between people and software
Stefan knew, no matter the solution, getting onboarding right would make all the difference. “Onboarding is the most important interface between people and software,” he explained. “If the benefit isn't clearly explained, the team won't implement it. For us, it has led to the fact that we now work profitably and digitally.”
He also recognised that trust is a huge part of the process. “Especially in an industry that isn't particularly tech-savvy and often still works with pen and paper, onboarding is essential,” explained Stefan. He added that a strong onboarding process can help alleviate fears. “It also provides the reassurance: 'Yes, you can do it exactly this way, and you won't break anything.’”
Stefan said that Pleo’s dedicated onboarding manager offered speedy support, which he found invaluable. “The communication was extremely prompt and competent, whether it was about technical interfaces like DATEV or defining roles within the team.” DATEV is the accounting software for businesses, and with the direct integration with Pleo, it means everything is automatically sent to DATEV whenever businesses export data.
Stefan also added that Pleo’s strong onboarding process helped maintain momentum and ensured the transition to a new solution didn’t just fizzle out. “It helps align internal workflows with the product.”
During the onboarding process, Stefan and his team were also pleasantly surprised by how seriously Pleo handled the process. He added that this is a welcome contrast to some other solutions designed specifically for the healthcare industry.
A better way to manage healthcare accounting
It didn’t take long after the switch to Pleo for the team at Vitorium to start seeing real benefits. “Finance bottlenecks have disappeared,” said Stefan. “Now, those responsible in specialised departments, such as occupational therapy, have their own cards and manage their budgets themselves.”
That’s a big contrast to before, when just one person handled all orders and bookings. Thanks to Pleo’s transparent, fast processes, everything is much cleaner and easier.
“Now, we can identify those responsible directly and shorten the administrative paths,” explained Stefan. “Our motto now is: ‘Receipt in, done.’” Now, everyone on the team can quickly scan a receipt on their phone, submit it in Pleo, and know it's been accounted for. “In the end, everyone in the team is happy about that.”
With Pleo, everyone is happy
Thanks to Pleo, Vitorium has moved away from slow, manual processes towards a digital, transparent system that empowers everyone in the team. A strong onboarding process meant the new system was up and running quickly, while everyone felt supported.
Now, the team can operate efficiently and independently. Which means there’s more time to focus on what matters most: their patients.
To see what Pleo can do for your company, book a demo today.
