How Mike's Quality Painting stopped typing in paint billslive 15 days after kickoff

The problem

Supplier bills

The accounting manager typed every paint and supply invoice into QuickBooks by hand. It took about an hour a day, about 100 piled up at month end, and after the company grew it spilled into weekends.

Acquisition

Then the company bought another painting business, which tracked its jobs differently from Mike's. Hours and job dollars were typed in by hand, and the owners couldn't see both companies the same way.

What we built

Supplier bills

• Supplier invoices arrive by email and are read automatically.
• Each one posts as a bill in QuickBooks, coded to the right job.
• The invoice PDF is filed in Dropbox.
• One email a day: what posted and what needs a look.
• Anything unclear is held for a person instead of guessed.

Acquisition

• Both companies' jobs now live in Smartsheet, set up the same way.
• Every morning, hours from the time clock and dollars from QuickBooks fill in on every job at the acquired company on their own.

Results

Supplier bills

• 126 bills posted in the first two weeks live.
• Live 15 days after kickoff.
• The accounting manager now runs her day from one email instead of a pile of invoices.

Acquisition

• The acquired company's jobs moved into Smartsheet in under a week, and now fill in their own hours and dollars every morning.

“It's so nice the way you guys have it set up. These are the things you need to address. I do it once a day, I'm done, and it's amazing.”