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Yooz Client Success Story - Township of Upper St. Clair

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Summary

Entity: Township of Upper St. Clair

Location: Pittsburgh area, Pennsylvania

Industry: Government Municipality

Number of residents: 20,000

Number of Invoices: 3,000 to 4,000/month

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Savings

Free taxpayer money for things that add value to the community

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Traceability

Actual visibility into the invoice processing workflow

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Speed

Save time on searching documents, invoice status, paper filing

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Security

Auditors have access to documents for a pain-free audit

Upper St. Clair AP Challenges and the Yooz Solution Fit

 

The township’s entire finance department 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. The previous, 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:

 

  • 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 in.
  • 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.
“When searching for AP automation providers we considered several things; three of the most important were cost, simplicity, and functionality. Yooz was the best combination of all three AND included P.O. matching. It made the choice easy.”

Mark Romito

Director of Finance

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Implementation of Yooz for Upper St. Clair’s

 

Romito took two months onboarding his own finance department so they could work through any setup oversights before engaging other departments. This process allowed the leadership team to identify some additional needed tweaks to the customization of the Yooz solution based on their workflow and develop some other internal user “experts” in the organization.

 

Because of the simplicity of the Yooz AP automation platform, the team created some short step-bystep user guides that were e-mailed to new users, eliminating the need to provide hands-on training. "Yooz’s intuitiveness makes training simple!” said Romito.


Full implementation took five months. While the Yooz solution can be implemented in as little as 2 weeks, the organization took additional time 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.”

 

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It’s all about the results

In government, it’s very difficult to add positions. The finance department had to make the most with a very lean staff of four. The time that was freed up 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.

Words of Wisdom from Upper St. Clair’s Mark Romito

  • Know that complete end-to-end invoice and payment processing (AP) solutions like Yooz exist. We started with a search for a payment processing solution only. We discovered the front-end (invoice approval) solution with Yooz and were thrilled about its seamless integration with Nvoicepay payment processing.
  • 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. Talk to some providers. Get moving, or else get left behind.
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Ready to see the difference Yooz can make in your AP process?

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