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Quixy schools Presidency Group on improving invoice processing time by 30%
Technology Category
- Analytics & Modeling - Real Time Analytics
- Application Infrastructure & Middleware - Data Exchange & Integration
- Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries
- Education
Applicable Functions
- Business Operation
- Procurement
Use Cases
- Process Control & Optimization
- Digital Thread
- Remote Collaboration
Services
- System Integration
- Software Design & Engineering Services
The Challenge
Running an educational institution requires seamless collaboration between school or college management members, administrative staff, teachers, and service providers. The service providers include companies offering educational services, independent consultants, publication companies, transporters, caterers, event companies, housekeeping, and consultants to name a few. One of the main problems the management was facing was manual processing of invoices from the service providers. These were being physically delivered, mailed through post, and also coming over email. It was becoming hard to track these in one place. Each invoice needed to be verified by the administrative staff and then approved based on the value of the invoice. Due to the unavailability of the respective approving authorities, payments were getting delayed. Calls from service providers to check the status of their invoices were bombarding the administrative staff. The school needed an immediate solution to automate the process and they chose Quixy after evaluating several options.
About The Customer
Presidency Group is a well-established educational institution that operates multiple schools and colleges. The group is known for its commitment to providing quality education and fostering a collaborative environment among its management, administrative staff, teachers, and various service providers. These service providers include companies offering educational services, independent consultants, publication companies, transporters, caterers, event companies, housekeeping, and consultants. The group faced significant challenges in managing the manual processing of invoices from these diverse service providers, leading to delays and inefficiencies. To address these issues, the Presidency Group sought a solution to automate their invoicing process and improve overall operational efficiency.
The Solution
Quixy appraised the requirement and in just a few days automated the invoicing process. The service was immediately rolled out for use by the service providers. It made a sea change in the way transactions were carried out with service providers conveniently uploading their invoices with supporting documents. The invoices were verified online by the school administration and approvals were given promptly via smartphones. The approved invoices were then sent to the accounts department for processing the payment. Notifications, reminders, and escalations configured at each step of the workflow helped to speed up the whole process.
Operational Impact
Quantitative Benefit
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