GrayRobinson was looking for an expense claim and invoice automation system to replace its in-house system. It wanted and needed the features of a modern, scalable system that could grow and evolve with the firm.
- EXPENSE and INVOICE
What were the goals of a new system?
GrayRobinson had an in-house, Microsoft Access-based system that was inadequate for its needs and unable to scale with the growth of the firm. It wanted an efficient and paperless approval process that allowed it to provide backup for expenses and invoices, while providing transparency to the employees.
The firm’s goal was to find AP automation that was able to capture invoice and expense data at the source, and build a compliance and approval audit trail.
We looked at solutions that were offered through our bank, ADP, and also reviewed other expense reporting and invoice management solutions, such as Concur and Aderant Expert.
Jesse Rudolph, Financial Analysis Manager
GrayRobinson is a full-service corporate law firm with 300 attorneys and consultants throughout 13 offices across Florida. Our attorneys provide legal services for Fortune 500 companies, emerging business, lending institutions, local and state governments, developers, entrepreneurs and individuals across Florida, the nation and the world.
What issues needed to be resolved?
GrayRobinson had no real routing or approval process for expense claims or invoices. Backup documentation was not attached within the system, but rather emailed to a dedicated accounts payable email address. The accounts payable team would match the expense request to an email, verify that it was correct and then print and rescan it for entry into the accounting system.
Almost all approvals were routed through inter-office mail and manually signed. This regularly caused delays in reimbursing employee expenses as well as delays in invoicing clients and paying vendor invoices. The manual process also caused some invoices to be double- and sometimes triple-paid.
We give credit to our Chrome River project manager for driving us to complete our implementation in 18 weeks. She was dedicated, worked hard and kept us on task. She was nothing short of outstanding.
Jesse Rudolph, Financial Analysis Manager
In the first year after implementing Chrome River, GrayRobinson was able to reassign an accounts payable staff position and a half-time IT staff position to other, more productive tasks. The ROI was easily met within the first year or less.
As the firm continues to grow, the human capital cost will remain relatively flat even with increased workflow.
Implementation times two in 18 weeks
GrayRobinson implemented Chrome River EXPENSE and Chrome River INVOICE during a single-phase project. With a fiscal year-end of August 31, the firm’s goal was to roll out Chrome River before the year-end process began. So, the team rolled up their sleeves, and along with Chrome River’s project manager, they all stayed on task and completed both implementations from start to ‘go-live’ in 18 weeks.
The firm’s training process was quick and easy. Training was handled through a series of announcements and quick reference guides that were created for the employees. Then, prior to going live, onsite training was provided to all employees who would be using Chrome River.
The trainers showed employees the benefits of using Chrome River and explained the advantages, such as how they would be able to track their expenses without having to contact accounts payable and wait for a response. Employees who immediately embraced the change to Chrome River became cheerleaders for the others. They loved that they could track their expense claims and see where they were in the approval process. They also loved to be able to direct scan invoices, which saved valuable time.
Attorneys can simply take a picture of their expense receipts on their mobile device and email them directly to Chrome River, making it easier than ever to start an expense report from the office, at home or on the road.
After due diligence, GrayRobinson ultimately selected Chrome River for its expense management software and invoice automation software because it provided the key features of a modern and scalable solution.
- Scalability to grow as the firm grows and evolves
- Visibility and control on expense spend
- Visibility and control on invoice spend
- Built-in compliance to company policies
- Built-in approval routing
- Easy to use
The benefits of Chrome River
Along with meeting its goals of finding a modern and scalable solution that was easy to use, GrayRobinson was also looking for a system that easily integrated with its Aderant Expert financial system, Nuance scanning, credit card feeds and foreign exchange processing.
The firm has seen immeasurable changes that include procedures on how invoices and expenses are submitted, to how the invoice and expense reimbursements are paid. There is now significant visibility into the invoice process for end users through the use of tracking. Duplicate checking rules have reduced redundant entries, and including all of the backup with the invoice or expense entry has made it easier to confirm receipts and invoices.
The billing department now has easy access to invoice detail for anything that is billed to a client that requires back up. Having the ability to use eINVOICE also allows the firm to continue to increase workloads, decrease keying errors, allow client-billable items to be billed faster and vendors paid quicker.
The accounts payable department no longer needs to spend time taking calls and researching requests – sometimes multiple times. It also enjoys the enforcement of compliance to company business rules, easy approval routing, and visibility into the status of all expenses and invoices that are in the system.
Chrome River is an excellent expense reporting and invoice management solution that is constantly being enhanced to better the user experience for its customers. It makes the world of expense reporting and invoice management a little more exciting – maybe even fun!
“Chrome River stays on the cutting edge of technology and functionality through seamless, bi-weekly releases.”
“Chrome River listens and is open to customer suggestions for new features and functionality.”