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With seventeen communities—and more on the way—each submitting 100-200 invoices a month, Linda Adams was shuffling a lot of paper. As the Accounting Manager for Northbridge Companies, a New England-based senior living provider, much of her time used to be spent digging up receipts or tracking down paper records across various decentralized offices.
“When I had questions, I had to call another office and ask them. They’d have to find the invoice, scan it, send it to me for review. It was very time consuming on both ends.” But now, solving a discrepancy is “easy, easy, easy,” thanks to Yardi PAYscan.
In 2011, Northbridge adopted Yardi’s Procure to Pay vendor management and electronic invoicing platform to streamline invoicing across all properties. The new system allowed the accounting department to access invoices and check whether payments had cleared without having to pick up the phone to call another office. In other words, team members could self-serve, reducing internal dependencies and churn.
But time savings wasn’t the only benefit of a new system. PAYscan eliminates copying, mailing, and storing paper—and minimizes touch points that can lead to lost invoices and data entry errors. “There’s no need for us to use up valuable office space with paper invoices anymore when it’s all right there electronically. Once the tax returns are done, we can throw the documents out,” Linda says. “I can go back and look at invoices from 2012, and it’s right there. Plus, I work from home a few days a week, and it really cuts down on all that lugging paper back and forth.”
The Northbridge team appreciates PAYscan’s versatility, too. “You can make the approval process as intricate or as easy as you want, which I love,” said Linda. Customizable workflows, flexible payment options and detailed spend analytics allow teams to dial up or dial down the level of detail they need.
“We have several people at each office using PAYscan. It only takes a couple of hours to teach someone new, if that.” And that’s a good thing, because Northbridge Communities is poised for growth with several new properties in the pipeline—all planning to use the Yardi Senior Living suite, including Procure to Pay and PAYscan.
Find out how Yardi Procure to Pay can help automate procurement for your business.
