Reducing invoices by over 50x

"For Amazon alone we went from 200 invoices a month to maybe 3 or 4."



Keith Bowles, IT and Operations Manager, ZeroCater


Profile


Industry
Catering

Company size
4 locations

Key metrics

Invoice reduction
50x

Vendors automated
11

Spend visibility
100%
ZeroCater provides office catering and snacks, bringing employees together to build culture and foster community. Keith Bowles, IT and Operations Manager at ZeroCater, manages its four offices.

The problem.

Doing receipts and invoicing was the bane of my existence – it took at least one to two business days a month.

To keep track of spending across ZeroCater’s vendors, Keith maintained a tedious process of recording and paying receipts and invoices. He recounts, “Doing receipts and invoicing was the bane of my existence – it took at least one to two business days a month.”

Visibility was minimal: “we had many situations where we had to ask questions like ‘what website did that employee purchase that thing from?’” This was further complicated by a lack of a budgeting and approvals system which resulted in rogue spend. Keith recounts, “We really needed an upgrade from Slack and spreadsheets.”

One consolidated catalog, same products.

The Negotiatus Chrome Extension allows me to shop anywhere and has really lightened my workload, giving me more time to do other things.

Keith and the ZeroCater team’s favorite feature on Negotiatus is the Chrome Extension, allowing them to browse any vendor on the web and instantly add products to their Negotiatus catalog and cart. He explains, “[It] allows me to shop anywhere and has really lightened my workload, giving me more time to do other things.”

Keith and the team can checkout across vendors, and their projects only require one order and invoice: “If I have a project and I need a bunch of products, I just add them from the extension, check out, and get one invoice. In the past I would have had to go to a million places and add it all together.”

ZeroCater also takes advantage of scheduling orders to arrive at a time that works best for them. Keith’s team now receives products before they need them: “Before, we would just notice that we were out of something and place an order. Now, our products show up automatically when we need them – it’s like we’re always ahead of the curve.”

Decreasing invoices by 50x.

For Amazon alone we went from 200 invoices a month to maybe 3 or 4.

Negotiatus revolutionized AP processes for ZeroCater, cutting down the number of invoices by over 50x, giving instant visibility, and providing controls and budgets on spend.

Keith’s team, formerly overwhelmed by the multitude of invoices from each vendor, saw immediate improvements. Keith says, “For Amazon alone we went from 200 invoices a month to maybe 3 or 4. Negotiatus saves us tons of time with easy ordering, all in one customizable invoice that can be consumed by finance.”

Compliance became easy with real-time analytics and set budgets for each employee. “If someone is over-spending their limit,” Keith describes, “I can see exactly what they spent the money on. I can track down issues, and get reports to help with forecasting and making budgets.” He summarizes, “It’s a breeze. I have everything right here to look at.”

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