Reducing invoices by over 50x
How ZeroCater retired its spreadsheets and found a scalable purchasing and payment solution with Order.
ZeroCater provides office catering and snacks, bringing employees together to build culture and foster community.
“For Amazon alone, we went from 200 invoices a month to maybe 3 or 4.”kEITH BOWLES
IT AND OPERATIONS MANAGER, ZEROCATER
Keith Bowles, IT and Operations Manager at ZeroCater, manages its four offices.
“Doing receipts and invoicing was the bane of my existence – it took at least one to two business days a month.”
|INVOICE OVERLOAD||Recording and processing invoices took hours every month|
|LACK OF SPEND VISIBILITY||Limited visibility into what employees were purchasing|
|CHRONIC ROGUE SPEND||No approval or budget system led to rogue spend|
To keep track of spending across ZeroCater’s vendors, Keith maintained a tedious process of recording and paying receipts and invoices. He recounts, “Doing receipts and invoicing was the bane of my existence – it took at least one to two business days a month.”
Visibility was minimal: “we had many situations where we had to ask questions like ‘what website did that employee purchase that thing from?’” This was further complicated by a lack of a budgeting and approvals system which resulted in rogue spend. Keith recounts, “We really needed an upgrade from Slack and spreadsheets.”
“If I have a project and I need a bunch of products, I just add them [to the Order catalog], check out, and get one invoice.”
In June of 2018, Zerocater retired it’s scattered purchasing and payment processes and found Order.
With Order, Keith and the Zerocater team can checkout across vendors, and their projects only require one order and invoice: “If I have a project and I need a bunch of products, I just add them [to the Order catalog], check out, and get one invoice. In the past I would have had to go to a million places and add it all together.”
Now, Unmanageable accounts payable, limited spend visibility, and rogue spend are a thing of past.
MORE TIME FOR WHAT MATTERS
Keith and the ZeroCater team’s favorite feature on Order is the Chrome Extension, allowing them to browse any vendor on the web and instantly add products to their Order catalog and cart. He explains, “[It] allows me to shop anywhere and has really lightened my workload, giving me more time to do other things.”
ZeroCater also takes advantage of scheduling orders to arrive at a time that works best for them. Keith’s team now receives products before they need them: “Before, we would just notice that we were out of something and place an order. Now, our products show up automatically when we need them – it’s like we’re always ahead of the curve.”
DETAILED SPEND VISIBILITY
Order revolutionized AP processes for ZeroCater, cutting down the number of invoices by over 50x, giving instant visibility, and providing controls and budgets on spend.
Keith’s team, formerly overwhelmed by the multitude of invoices from each vendor, saw immediate improvements. Keith says, “For Amazon alone, we went from 200 invoices a month to maybe 3 or 4.”
Compliance became easy with real-time analytics and set budgets for each employee. “If someone is over-spending their limit,” Keith describes, “I can see exactly what they spent the money on. I can track down issues, and get reports to help with forecasting and making budgets.” He summarizes, “It’s a breeze. I have everything right here to look at.”
Words of Advice from KEITH
“Order saves us tons of time with easy ordering, all in one customizable invoice that can be consumed by finance.”
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