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1
The sports club
This local sports club moved to Xero and Dext a few years ago but struggles with controlling spend. The club only has one full time employee and is otherwise supported by a team of volunteers, so it’s important to do more with less.
Although they’re using budgets in Xero, unnecessary costs slip through the cracks and lead to budgets spiralling out of control. Currently, it takes the volunteer treasurer two days per week to manage the finances. With his term finishing up soon, this needs to be streamlined for the next person in the role.
With ApprovalMax, the treasurer can add a layer of security and limit access to Xero, while adding a more stringent approval process.
The team can monitor budgets better and all spending will be signed off by the treasurer in advance before purchases are made
The audit trail will automatically save time by tracking each and every transaction for better continuity, especially when the volunteers switch over.
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2
The media agency
At this fast-moving media agency, the team regularly shares quotes with clients on short notice. Sometimes, this means the quotes don’t go through the right approval process before sending to clients. It can also mean that quotes get lost in emails, or multiple versions are floating around. With an average 200 jobs a year, things get confusing – fast.
The agency also bills for extra time each month. Currently, one junior team member emails each and every client for confirmation before invoicing, then each invoice has to go through the right internal approvals.
The team can make sure quotes are internally approved first so the business is not under- or overcharging each job, then signed off by clients every time using the sales quote function.
Adding ApprovalMax will ensure costs are linked to POs, along with clear quote sign off, which ensures the team has full visibility across all processes.
At the moment there’s no way to connect POs and purchases in Xero if they come in via a separate system – this will make sure they’re billed correctly and in the system.
3
The sweepstakes firm
This client, which admittedly is a relatively large business, already uses an approval automation tool. However, its limitations are seeing the team spend hundreds of pounds in excess fees each month. The firm processes 300 invoices each month with a huge amount of manual workarounds; for example, the tool’s OCR tool takes 24 hours to upload so can’t be used for tight deadlines, meaning they need to be manually input or circulated via email.
Bills get stuck in the queue and far too often the team follows up via email since few team members actively check the current tool. All of this results in wasted time and resources, for both approvers and accounting staff.
It will speed up the processing time for incoming invoices, through Dext connected to ApprovalMax since they use QuickBooks Online.
Currently, there are no supplier rules, which means each item needs to be coded manually. It’s easy to build workflows in ApprovalMax for different suppliers and amounts.
The app will make it simple for approvers to see urgent items and the team can message directly in the system, rather than having to email.
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