Boys & Girls Clubs of America's Challenges
BGCA’s finance department had two different systems for procurement and finance, which required suppliers to be manually set up and handled purchase orders through paper-driven processes. The result was an inefficient and labor-intensive system that lacked spend control.
With ACH fraud attempts on the rise, and an external accounting assessment identifying procure-to-pay as an opportunity for BGCA, the organization initiated a robust RFP where more than seven vendors were assessed.
The new solution had to prevent fraud, increase agility and timeliness of passing funds to local organizations, and streamline compliance regarding spend, workflows, and approvals.
How BGCA implemented a new, scalable P2P system with Basware
After assessing all bids, the project was awarded to Basware and Extropy due to the pair’s holistic software-service approach, which met all of BGCA’s requirements.
The project began with a kick-off workshop at the beginning of 2020. Extropy set the foundations for the project – together with the BGCA and Basware teams – by analyzing BGCA’s processes, workflows, challenges, and requirements.
It was identified that BCGA needed to eliminate its ERP reliance, implement a self-service suppliers’ API, so no one inside BGCA is required or even able to view or modify supplier banking information. And, automate BGCA’s payment process to allow batch payment approval.
With COVID-19 forcing adjustments to typical implementation processes, Extropy switched to a remote working and training model, which proved to be just as productive and efficient. Extropy built and configured the project within 6 months and went live on schedule.
Basware and Extropy worked extensively with Comdata to deliver a completely new payment process for BCGS.