ERP: QuickBooks
INDUSTRY: Technology
Eagle Eye Solutions is a SaaS company that facilitates digital marketing and loyalty programs. With over 260 employees, the company works around the world to help connect customers with their brands.
"We're processing invoices 50% faster with Quadient AP! Being able to see what stage our invoices are at in the approval process has helped us to become more efficient and compliant. The platform is easier to use than our old system, and the whole team has really embraced it."
CHALLENGE
Eagle Eye Solutions' accounts payable process suffered from several inefficiencies. As their AP software did not integrate with their QuickBooks ERP, they lacked visibility into invoice approvals. This led to invoices being paid without going through the required approval channels. It also meant that the team had no centralized view into their AP data, which made it difficult to effectively monitor and manage performance.
Relying on two systems also created a high volume of manual work. The team would have to enter invoices into their system for approval and then upload them into QuickBooks. As a result, invoices would be duplicated across systems and time would be wasted working between the two different tools to consolidate information.
In addition to this, the team's existing AP system was complicated to use. Employees would spend time working out functionalities, rather than putting them to use. The platform also didn’t offer a mobile version, so the team couldn't easily approve invoices on the go. This again impacted efficiency.
SOLUTION
Quadient AP integrated with QuickBooks, enabling the two systems to automatically exchange information, and eliminating the need for manual data entry. Implementation was simple, taking place over a handful of phone calls which helped get the team up and running on the platform.
The process of receiving invoices from vendors is seamless. Optical character recognition (OCR) technology scans the invoices, capturing the essential data and entering it into the system. This eliminates manual work and the possibility of invoice duplication.
Quadient AP's approval workflows ensure that every invoice goes through the required steps, with automated reminders sent to approvers until an invoice is signed off on. The team can track the process end-to-end through the platform, which helps remove bottlenecks and ensure every invoice is accounted for.
The solution provides the team with a clear overview of their AP data. They can leverage intuitive, customizable dashboards to serve up the information they need. Reports can be created in just a few clicks and easily shared across the team, and this has improved financial oversight. Additionally, with the software's mobile capabilities, the team can now access information and resolve tasks from anywhere, at any time.
Using the system's reporting capabilities, Lee and his team can now schedule invoices for approval the day they are received. This increased transparency into AP has also improved the team's ability to manage financial audits.
RESULTS
Lee's team now enjoy a frictionless AP process that's simpler to manage and far more efficient. Using Quadient AP, the company has:
- Reduced the time spent on each invoice by 50%.
- Eliminated duplicate invoices.
- Established a consistent approval process.
- Simplified the process of conducting financial audits.
