CASE STUDY
Expense and Invoice Management System Integration
with Cloud ERP
Proudly supporting
the U.S. Government
customer since 1970
the U.S. Government
customer since 1970
Executive summary
J&J Worldwide Services, a privately held facility management company, needed automated processes to help them manage employee expense submissions and a vendor invoice management system to handle vendor payment processing for their worldwide operations.
The solutions had to be easy to use, secure, web-based, manage a large volume of transactions, manage expense receipt & invoice images, include a workflow approval process and integrate with their cloud ERP system, JAMISPRIME, for prompt employee reimbursements and vendor payments.
The new solutions improved expense reimbursement processing time from 15 days to 5, created an improved paperless expense process, improved credit card payment processing and vendor payment processing, reduced headcount in Accounts Payable by two employees, increased efficiencies and employee and vendor satisfaction.
The solutions had to be easy to use, secure, web-based, manage a large volume of transactions, manage expense receipt & invoice images, include a workflow approval process and integrate with their cloud ERP system, JAMISPRIME, for prompt employee reimbursements and vendor payments.
The new solutions improved expense reimbursement processing time from 15 days to 5, created an improved paperless expense process, improved credit card payment processing and vendor payment processing, reduced headcount in Accounts Payable by two employees, increased efficiencies and employee and vendor satisfaction.
"Working with the Xemble team has helped us improve our business processes.
The team has been very accommodating helping us make the process work together with the product with no changes.
They helped educate us on the technical issues we were facing and how to best solve them.
Great communication and customer service.
No wasted time!"
~ VeronicaVoudouris,
Business Process Specialist
The team has been very accommodating helping us make the process work together with the product with no changes.
They helped educate us on the technical issues we were facing and how to best solve them.
Great communication and customer service.
No wasted time!"
~ VeronicaVoudouris,
Business Process Specialist
Challenges
Building the solutions required understanding the government compliance regulations required by the Defense Contract Audit Agency for managing expense document submissions, building an image archiving system, standardizing image submissions, building a quick search and recall feature for audit purposes.
The document archiving process solved the issue and made it easier to provide documentation for any DCAA audit and company requirements.
Integration with the cloud ERP required researching integration with the cloud ERP, JAMIS PRIME used for government contracts, but also understanding the underlying cloud ERP framework from Acumatica.
The documentation did not exist on how to accomplish both and the J&J and Xemble teams worked closely to identify the technical issues and resolve them in a timely and cost-effective method.
The document archiving process solved the issue and made it easier to provide documentation for any DCAA audit and company requirements.
Integration with the cloud ERP required researching integration with the cloud ERP, JAMIS PRIME used for government contracts, but also understanding the underlying cloud ERP framework from Acumatica.
The documentation did not exist on how to accomplish both and the J&J and Xemble teams worked closely to identify the technical issues and resolve them in a timely and cost-effective method.
The solution
The Xemble DevOps team worked very closely with the AP team to clearly define and revise scope to meet changing business needs.
Working with the local architect and the near shore development team they developed a user-friendly application which manages the process of vendor invoice submissions and allows routing of the invoices based on AP teams' decisions and provides integration with the ERP system for payment processing.
Implement an easy to use routing between employees and the Account Payable dept. to review and approve Invoices.
Enable the user to upload and visualize the uploaded Invoice.
Integrate the Invoices and upload to be processed by the ERP JAMIS Prime.
The invoice management system included the following features which improved payment processing efficiency and provided necessary and valuable accounts payable management information:
Allows users to report Invoices and upload invoice PDF files from vendors and providers at their corresponding companies and branches.
DOWNLOAD PDFWorking with the local architect and the near shore development team they developed a user-friendly application which manages the process of vendor invoice submissions and allows routing of the invoices based on AP teams' decisions and provides integration with the ERP system for payment processing.
Implement an easy to use routing between employees and the Account Payable dept. to review and approve Invoices.
Enable the user to upload and visualize the uploaded Invoice.
Integrate the Invoices and upload to be processed by the ERP JAMIS Prime.
The invoice management system included the following features which improved payment processing efficiency and provided necessary and valuable accounts payable management information:
Allows users to report Invoices and upload invoice PDF files from vendors and providers at their corresponding companies and branches.
Technology Stack
