1,500 Hour Reduction in Data Entry
Boys & Girls Clubs of Calgary (BGCC), a major non-profit with a substantial budget, relied on manual processes for accounts payable, including bi-weekly check signing sessions that consumed executive time and left room for error.
The Challenge
BGCC, a non-profit organization with a 20+ million dollar annual budget, was bogged down by outdated and manual finance processes. One critical pain point was their accounts payable system, which required bi-weekly check-signing sessions that took up a significant amount of time from senior executives. The process was entirely manual—executives and the finance team had to review, sign, and distribute hundreds of checks, which not only consumed valuable time but also increased the risk of errors and inefficiencies.
In addition to the check-signing process, the organization was spending an excessive amount of time on manual data entry. Physical invoices and documents were mailed in and required staff to handle, scan, and input them into the system, taking away hours that could be spent on more strategic financial planning. BGCC needed a solution to modernize its finance processes, reduce manual workloads, and streamline executive involvement.
The Solution
At BGCC, we implemented a full digital transformation of their finance processes. First, we implemented a solution that centralized their invoice management system by creating a digital inbox where all invoices could be sent electronically. Invoices arriving via physical mail were scanned and automatically entered into the new system, eliminating the need for manual data entry. This centralization also improved accuracy and ensured that all documents were easily accessible for review.
Next, we introduced a digital approval workflow. Instead of printing out paper check packages for executives to review and sign, the process became entirely digital. Executives could now review and approve payments from anywhere with just a few clicks. The system also included automated checks for duplicate entries, missing information, or any irregularities, further reducing the risk of errors.
Perhaps the most impactful change was the introduction of digital signatures and automated check mailing. This allowed executives to sign checks digitally, and the system took care of mailing them to vendors or beneficiaries, reducing the time spent on physical tasks and manual oversight.
The Impact
The digitization of BGCC’s finance processes had a profound impact on the organization’s efficiency. The new automated approval system cut the time executives spent on check reviews and signings by 90%, freeing up valuable hours for them to focus on more strategic initiatives. The staff, who had previously been tied up with manual data entry, could now dedicate more time to financial analysis and planning.
Furthermore, the automation of check mailing eliminated the need for physical handling of payments, ensuring that vendors and other recipients received their payments promptly and securely. The risk of errors, delays, and missed payments dropped significantly, and the finance team was able to operate with far greater accuracy and efficiency.
Outcomes:
1,500 hours of total time saved
400 hours of executive time saved
Reduction in fraud and error risk
