TC Construction Company, Inc. is a general engineering contractor that specializes in building the infrastructure and facilities that move and store water, waste water, sewage, and other by-products. Like all successful companies, TC Construction is always on the lookout for solutions to drive efficiency and productivity while reducing overhead and waste. Read on to learn why they chose Sage Paperless Construction to do just that.
Going Paperless is a Game Changer
Having used Sage 300 Construction and Real Estate to run their business for many years, Jack Gieffels, CFO for TC Construction Company, first discovered Sage Paperless Construction during a local meeting of the Construction Financial Management Association (CFMA).
“I believe we were one of the first contractors in the area to implement Sage Paperless Construction, and it’s been a game changer,” he says.
Streamlining Accounts Payable
Accounts payable is a traditionally paper-intensive task that has been transformed at TC Construction. Previously, the process involved a great deal of manual effort and paper pushing. Invoices pending approval would be placed on project managers’ desks along with sticky notes containing explanations or questions. “We never knew at any given time what invoices were pending and where in the approval process those invoices were,” says Gieffels.
Today with use of Sage Paperless Construction, receiving tickets for job materials are scanned as they are received, as are the associated invoices. With the two documents matched up by job number and purchase order number, they are electronically approved for payment and then imported easily into Sage 300 Construction.
If something is odd, like a missing signature on the receiving ticket or the quantities are unclear, the invoice gets routed to the project manager for approval. Once approved, the invoices are imported directly into the accounts payable function in Sage 300, ready for payment.”
“With Sage Paperless Construction we have complete visibility from the time materials are first received through the final payment of the invoice. Vendors get paid more quickly, and we have better checks and balances that lead to improved accuracy.”
TC Construction extended its paperless efficiency into another one of the most paper-intensive tasks in the organization—payroll. “We had two full-time payroll clerks, but were always borrowing staff from other areas to get payroll done on time,” Gieffels recalls. There were paper timesheets that had to be routed to supervisors for approval, then gathered, tallied, and re-entered into Sage 300 Construction for payroll processing which proved time-consuming and inefficient.
Now, using Sage Paperless Construction, payroll is processed entirely electronically. Timecards are scanned, routed for approval, and then imported into Sage 300 CRE Payroll.
“What used to take two full time people is now done by just one person, with time to spare. And there are additional time and effort savings on the back end because project managers and superintendents can review their employees’ timecards a without the need for the payroll department’s help.”
Turning Paper to Vapor
With everything stored electronically as a PDF or image file, company staff can easily find documents and send them to subcontractors or field workers in an email when questions arise, which streamlines workflow and saves a ton of time. In fact, TC Construction was able to eliminate an entire storage unit filled with file boxes.
“Not only are we saving the rent on that unit, our historical documents are electronically searchable which makes it really easy to find all the documents that relate to a specific job, customer, vendor, employee, or other keyword. Try that with paper files.”
Gieffels concludes, “It’s the time savings we are realizing throughout the day—every day that really adds up. Our workflow has improved, our processes are more secure and auditable, and we can spend time on strategic tasks rather than chasing paper. How do you put a price on that?”
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