Case Studies

Not sure if eAccounts Global is the right solution for you? Here are some examples of case studies performed by eAccounts Global for our customers.

1 Sticks Building Supplies

Case Study 1 - Sticks Building Supplies

My key staff and I can work anywhere (Because its cloud based) I can have dinner and if there nothing on the TV I can work in the evenings if I wish. No complicated setup, just login through the browser.

I can go on Holiday overseas but if I want to login 24/7 and check that everything is still working while I am away.

My BuildLink customers can log in and reprint their own invoices, statements and review their own account without bothering our staff.

We now have an accurate, fully integrated accounting system with a huge wealth of reports.

Everything my staff do is recorded, if anyone changes a price or alters something in the stock Master I can see who did it.

On one screen (The Dashboard) I now have all my business vitals. I can see how much we made today or how we are tracking this month, I know what our Creditors are, how much we banked today. How much stock we have on order and what my true Bank balances is.

We have been running eAccounts for 5 months, and are still finding neat new features to help as increase sales and stay efficient.

2Advance Cleaning

Case Study 2 - Advance Cleaning

“We looked at where the future of the market was heading and that was the cloud,” says Jiwa Nadan, managing director of Advance Clean, specialists in the design and distribution of cleaning solutions to New Zealand.

“We were at a crossroads. We could either continue to invest into our existing business model, which was based on our own internal servers and support staff as well as a well-known brand of comprehensive financial software, or move into a cloud-based environment. There were valid points for both options.”

On the one hand, Advance Clean had a well-developed set of business processes running on their financial solution that had helped them grow their business and react and adapt to consistently changing demand. “We were satisfied with our situation,” continues Nadan. “Our then-current software did everything we asked of it and support wasn’t an issue. But, as with any solution, we needed to constantly refine our processes as our requirements evolved.”

At the same time Nadan was cognisant of the fact that software as a service and ‘the cloud’ were the twin pathways to the future. “So we had to make a decision. Either spend more on our own hardware and internal systems or migrate to a cloud-based service. We understood that there would be an initial cost to transfer our business processes to an entirely new cloud-based platform but in the long term we felt that there would be a significant reduction in operating costs. We also realised that it would make more sense to start the process sooner rather than later. You can’t go on forever just building bigger boxes.”

Technology at the heart of Advance Clean’s philosophy Advance Clean takes technology very seriously. “We strive to align with global leading technologies and our success in the future will be determined by our ability to continuously improve our systems and support for our customers,” explains Nadan. “In light of this, we made the decision to investigate our options in respect to employing a fully-integrated cloud-based solution to help us continue with our growth.” Nadan and his team then set about evaluating the available products on the market and calculating how they could help them achieve their goals.

“Advance Clean called us more or less out of the blue,” says Neil Harker, managing director of eAccounts. “They had very clear requirements and asked extremely insightful questions. They wanted a fully-integrated system that would support the financial side of their business as well providing ecommerce and on-line ordering capabilities, stock control, customer relationship management and comprehensive reporting. They were looking for a scalable, highly secure, robust and flexible browser-based application that could be accessed by staff regardless of their location and they wanted strong controls on who would have access to which information. And they were looking for a solution that could be ‘driven’ from an easily accessible dashboard interface.”

“We had looked carefully at a number of cloud-based offerings,” says Nadan, “but eAccounts had certain advantages. We had a number of conversations with Neil and he assured us that eAccounts could do everything that we wanted. However, our requirements were quite specific and we had heard that line before. The fact that Neil and his team had developed the software and actually could customise it for our business was a very real plus. We knew that we would be spending significant resource in customising eAccounts to do exactly what we wanted and we appreciated the fact that we could work directly with the developers to ensure that nothing was lost in translation.”

A considered decision

After a careful consideration of the various options and models on the market, Advance Clean made the strategic decision to migrate their internal financials and operations to the eAccounts cloud-based platform. No onsite servers are required to access eAccounts. However Advance Clean decided to retain some existing servers for tasks like Microsoft Office and Exchange applications. These services could be moved to the cloud in the future.

“It is a pleasure to work with people who have such a clear understanding of what they need and want,” says Harker.

“Because Advance Clean had such well-documented business practices and procedures we were able to rapidly build their requirements into our solution. We worked with each particular class of user to define which type of information they needed to see and then designed the dashboard interfaces as required.”

A true partnership

The relationship between eAccounts and Advance Clean is a true partnership. “I’d say that they have learned as much from us as we have from them,” says Nadan. “We both worked together to develop a common ground between what we wanted and what eAccounts could provide. eAccounts has helped us tie together many of our operations into a common interface and displays all of the elements for a specific issue. If need be we can drill-down into the data to see exactly what is going on. While there has been a cost associated with migrating our operations to eAccounts and setting up the interfaces, we see eAccounts as a strategic asset that will justify these expenditures over time.”

“An advantage of eAccounts,” notes Harker, “is that migration costs can be kept to a minimum. In addition, there are additional functions such as Our ‘JustOneClick’ link which allows customers 24/7 lookup rights to view and print invoices and statements without having to call Advance Clean Staff. eAccounts includes powerful customisable B2B and B2C shopping basket solutions that are fully integrated into the full ERP system in one seamless system.”

Everyone in the organisation – Advance Clean has eight branches around New Zealand and more than 60 eAccounts users - now relies on eAccounts for many of their day-to-day business activities.

“We especially like the speed of the new system and the fact that we don’t have to worry about outages or system slowdowns,” concludes Nadan. “We are still in the process of fully utilising the potential of eAccounts within the organisation, but we fully expected that the process would be essentially on-going. Neil and his team have been proactive in adding additional capabilities and we, for our part, have been equally proactive in requesting more functionality. As we said before, we have a strong partnership with eAccounts. We made the decision to move into the cloud environment as it is the way forward. And with eAccounts as our partner, we expect this model to help us continue our growth and market leadership.”

Website: http://www.advanceclean.co.nz

3Euromarketing

Case Study 5 - Euromarketing

Euromarketing import and distribute new spares for heavy diesel engines and gearboxes. They have a head office in Auckland and a branch in Christchurch.

Invoices were printed in one office and faxed to the other, often resulting in unreadable text and creating confusion. The communication costs between the two branches was growing daily. This cost had to be reduced. Euromarketing needed a system that could handle their multiple branches with a debtor ledger that was shared between both. Auckland office needed to raise orders on behalf of the Christchurch branch and vice versa. Often mistakes were being made where their suppliers provided the incorrect parts resulting in more expense with exchanges.

Since using eAccounts solutions, Euromarketing branches at Auckland and Christchurch have up to the minute stock quantities for both branches. Either branch can create orders for the other using their shared debtor list. There are less phone calls and faxes between branches. Those faxes that are sent are clearer since they come directly from eAccounts and there is no need for them to be printed first. By using their suppliers own product codes and ordering by direct fax or email, Euromarketing now receive more accurate fulfilment of their orders. There are now fewer credits and exchanges being processed.

4Independent Building Supplies

eAccounts and Independent Building Supplies: Complex rules simplified

"When I travel overseas to source materials, I can call up the eAccounts dashboard on my iPad any time, check sales numbers, see what sold, track inventory, monitor creditors and generally keep my thumb on the pulse of the business. And, if I make a major purchase, I can look at the numbers in any currency I nominate. It is an awesome product."

And it is not just Bardell who benefits from eAccounts' capabilities. "Our sales and logistics teams, the financial controller, my personal assistant and customer services all rely on eAccounts for up-to-the minute information," says Bardell. "And because eAccounts provides a 'single version of the truth' across all divisions, we are all reading from the same script. It makes life so much easier."

A major advantage of eAccounts is that it is easily accessible from, in addition to the iPad, a variety of mobile platforms, including Android.

"We've made eAccounts 'smartphone friendly'," says Neil Harker, managing director of eAccounts. "eAccounts automatically detects the screen resolution and adapts accordingly. So for a company like IBS, where their sales team regularly work from home, on the road or at a client site, mobile users can be fully productive away from the office without having to carry a bulky laptop."

Intuitive front end - complex back end

The smooth interface and intuitive dashboard are the front-end windows into an intricate set of business rules and data sources. "Our pricing calculations are reasonably complex," continues Bardell. "We have to factor in location, the scope of the sale, the purchaser and even their credit history.

eAccounts automatically figures out the exact costings for the particular sale based on the information held in the system. This provides us with an immediate quotation that is accurate and up-to-date. eAccounts also looks at stock levels and any shipping considerations. It makes the whole process run smoothly."

Many of IBS's clients purchase materials for their individual retail building supply depots while the invoicing and payments are handled by a central office.

"We have set up eAccounts so that, every night, each relevant sale is collated into a single, comprehensive invoice and automatically sent to headquarters," says Bardell.

"The invoice includes the exact level of pricing for individual sales. Because it is automated and based on the actual transactions, it is completely accurate and, of course, automatic so we don't spend any time on the operation. To do this manually would take extra time and could potentially introduce error. With eAccounts, we don't have to do anything extra."

The speed that eAccounts performs certain tasks is a major plus for IBS. "The second a sales transaction is completed the system automatically generates and sends off an acknowledgement," notes Bardell. "This always impresses customers. In fact, eAccounts is much more advanced than similar packages used by many of our suppliers and customers. And because it is automated, we can quickly move on to other tasks knowing that the details are being taken care of."

Six years of continuous improvement

IBS has been using eAccounts for around six years. "We had used an earlier, DOS-based POS (point of sale) solution, called Yield, that Neil Harker had developed," explains Bardell. "While useful, it didn't have all of the capabilities that we required. So we purchased, used and eventually outgrew a succession of competing solutions. Then we had a look at what Neil and his development team had created in the meantime - eAccounts - and quickly realised that it had made a quantum leap in functionality, usability and reliability. So we made the decision to use eAccounts as our financial, sales, CRM (customer relationship management) and logistics platform. That was six years ago and we have been very pleased with the relationship."

eAccounts is continuously evolving and improving. "The eAccounts developers are always adding useful functionality," says Bardell. "For instance, eAccounts released a 'newsletter' routine about 18 months ago that enables us to create and distribute professional-looking newsletters quickly and easily. We still prepare a few newsletters manually and send them out via the post, but eventually we will use the eAccounts e-newsletter function exclusively."

"We've just added a new iPhone/Android Phone Stocktaking program," notes Harker, "that includes support for a bar-code scanner. Remote users can upload data, captured by the smartphone, back to eAccounts in real-time. And the actual data streams are modest so transmission costs are kept to a minimum. This type of function is just one example of how we are embracing the mobile revolution at eAccounts."

Benefits for IBS and customers

The customer relationship management aspect of eAccounts is especially beneficial for IBS.

"Our customer service reps can see at a glance the entire sales and credit history of a particular client," says Bardell. "Everything is linked: general ledger, credit, debtors, stock levels and delivery details. If we need more specific information, we can 'drill-down' into the source data to get a more complete picture. Customers love the immediate order and shipment status that we can provide and we receive positive feedback about our service."

Another major benefit for IBS is that eAccounts is based on a hosted 'software as a service' model.

"We have moved into the cloud," says Bardell, "and have significantly reduced our investments in on-premise hardware and software as well as support costs. Instead of a complex network of servers and switches, we have just a few PCs and laptops that we use to access all of our on-line activities. We also take advantage of cloud-based services such as Google Docs and Apps. eAccounts is optimised to take advantage of the benefits that the cloud provides."

"When you add up all of the benefits that we have received from eAccounts," concludes Bardell, "it represents a very good return on investment. While eAccounts is only a piece of the puzzle in running a business such as ours, it is an important one. It has helped us grow and we anticipate using eAccounts as our financial and customer service solution in the years to come."