The Township of Upper St. Clair has been named one of the ”Top Ten Best Places to Live” by U.S. News & World Report. That’s because this family-oriented community of about 20,000 residents boasts an award-winning school district and provides a full range of services and programs for residents and businesses within its boundaries.
And the Township manages all of this with a lean government administration. In fact, its entire finance department, led by Director of Finance Mark Romito, consists of only four full-time employees. The invoice processing (AP) function is only part of all the other finance responsibilities, yet staff processes approximately 700 invoices per month. Before automating with Yooz, the completely manual invoice processing workflow cost time and human resources that were needed for other, more value-added tasks, and resulted in numerous additional pain points, like:
- The visibility of pending invoices was limited to whose desk the paper was sitting on, not to mention the stacks of paper that any particular document would be hidden underneath.
- Nobody in the Township was ever quite sure of the number of invoices that were in process or where in the process they were.
All resulting in lost invoices and costly late payments.
“We knew we had to automate,” said Romito. “When we started searching for solution providers, the three most important considerations were cost, simplicity, and functionality. Yooz was the best combination of all three AND included P.O. matching.
It made the choice easy.”
The installation process began with onboarding the finance department first so they could work through any setup oversights before engaging other departments and to make sure the Township’s leaders and the platform’s users had a complete understanding of the functionality, settings, and impact of each.
“As a result, we are better today at process-mapping.”
Because of the simplicity of the Yooz AP automation platform, the team created some short step-by-step user guides that were e-mailed to new users, eliminating the need to provide hands-on training.
“Yooz’s intuitiveness makes training simple!”
In government, it’s very difficult to add positions. The finance department had to make the most with its very lean staff of four. The time that was freed up from implementing the Yooz AP automation solution allowed the finance department—and other departments as well—to direct resources to other important initiatives, like improving the ROI of the Township’s investment program. The Township is benefitting in other ways, too, with:
- Savings on material costs freeing taxpayer money for things that add value to the community
- Actual visibility into the invoice processing workflow
- No more searching for lost documents, figuring out invoice status, or paper filing
- Auditors having access to documents for a pain-free audit
As you go through your own AP automation journey, Mark Romito has some words of advice based on his own experience:
Get references early. And call them. Then find some other references on your own other than the ones your prospective vendors provide.
It’s 2019. It’s time to automate. Stop thinking this won’t work for you. Stop thinking you have unique challenges. Stop thinking, “we’ve always done it this way.” Everyone has similar AP pain points, whether you’re a government like us or a company. Start your research now.
Get moving, or else get left behind.