Marine Spill Response Corporation

Ariett Solutions:: 
AP Invoice Automation
Document Manager
Xpense
Herndon, VA
400+
Non-Profit
-
Challenges: 
  • Organization with over 80 U.S. sites had a paper-based invoice and expense reporting process, making it more difficult and costly to get timely transactions approved for the financial system.
  • Employees who traveled for an extended amount of time required an easy-to-use expense reporting solution.
  • Supervisors at cost centers in different locations wanted to have real-time visibility to spending and how costs would affect their budget.
  • Organization sought a solution that all employees – including field personnel outside of accounting – could access to enter, review or approve invoices and expense reports.
Results: 
  • Ariett has helped generate savings and efficiency by reducing the routing time from days when mailing, to minutes when sending via the internet and by eliminating the need for paper storage and retrieval.
  • Employees’ expense reimbursements are significantly faster due to the expedited expense report processing time.
  • Ariett's electronic processing, capturing of invoices and receipts and real-time updates on the status of expenditures allow the organization to stay on top of costs.
  • Over 400 employees, including field personnel, use Ariett’s platform to easily submit, review or approve AP invoices and expense reports through one application.
"The Ariett customer team is fantastic. I couldn’t say enough about them, particularly our implementation consultant; she was exceptional. Our Senior Accounting Manager has mentioned how impressed he has been with the Technical Support personnel and their response time to a support ticket request of typically an hour or two. Beyond just getting a response, they always make sure that the question is satisfactorily answered before the ticket is closed."~ Corporate Controller Kim Babin of Marine Spill Response Corporation (MSRC)

Situation:

Corporate Controller Kim Babin of Marine Spill Response Corporation (MSRC), a national non-profit oil spill and emergency response organization, spoke with Ariett about MSRC and why they chose Ariett. Kim said about MSRC, “Our mission is to mitigate the environmental damage that could be caused by oil spills. We have over 80 sites and over 400 employees nationwide; about a third of the sites are manned and the other sites have pre-staged equipment for preparedness for spill response.” According to Kim, “The logistics of our paper-based system were quite tricky and lengthy, as approvals and routing could change at a moment’s notice as employees are cascaded to a spill response.”

Solution:

With Ariett up and running for MSRC’s 400+ employees, the organization soon realized significant processing time and cost savings by going electronic and foregoing mailing documents across the country. Kim explained, “The approval of invoices and expenses that used to take days (to physically go from A to B to C) now can get routed for approval in minutes – it’s terrific! Also, moving forward, Ariett’s document management will continue to save our company costs for storage and retrieval.”

Achieving Customer Success with the Ariett Team:

From implementation to beyond, Kim recounted the experience of MSRC with the Ariett team: “The Ariett customer team is fantastic. I couldn’t say enough about them, particularly our implementation consultant; she was exceptional. Our Senior Accounting Manager has mentioned how impressed he has been with the Technical Support personnel and their response time to a support ticket request of typically an hour or two. Beyond just getting a response, they always make sure that the question is satisfactorily answered before the ticket is closed.”

One Platform for a Simple User Experience and Training:

Ariett’s single platform has also made it easier for MSRC employees to learn and use the application. “Since all of our office and field personnel, not just accounting employees, are users of Ariett,” said Kim, “it’s been much easier to train employees on one system where you enter invoices and expense reports the same way. We don’t have a system whereby certain employees handle expense reports and certain employees handle invoices, which meant it was extremely important to us that both processes were managed through the same interface. Also, from an approver’s standpoint, if they’re sitting down to approve transactions for AP invoices, they’re following the same process for approving expense reports.”

Time Saving Features for Employees:

Ariett has produced “significant time savings with analyses or historical review in the system.” Kim continued, “We have various types of audits and all that information is now easy to extract because it’s all electronic. With a paper process, if you needed to look at ten different items, you would have to pull out ten different files, and they could be stored offsite in a box.”

Describing another efficiency-driving feature, Kim said, “The copy feature in Ariett has also really helped in terms of efficiency for employees. Since vendor orders can be repetitive, when employees enter a new transaction in Ariett, they can access their own historical data, pull up an old transaction from that vendor and hit the clone button. Then, the vendor information is prepopulated and only fields specific to the new invoice would need to be entered.”

Track Spending & Manage Budgets:

According to Kim, “Our supervisors and managers are diligent about managing within their budget. Now, with our customized Ariett Reporting specific to a supervisor’s cost center, the supervisor can click on the report and get a real-time list of what has been charged to their cost center for their own budget. Furthermore, one more click will get them to the electronic copy of the invoice or expense report.”

One Click Expense and Credit Card Processing:

“Because employees in the field could literally be anywhere for an emergency response or oil spill,” Kim explained, “and could be staying on a boat, in a hotel or even a trailer for an extended amount of time, they need a way to quickly submit their expenses and be reimbursed. Employees’ corporate credit card charges are imported into Ariett; saving entry time to list the expenditure on their expense report. Then, they can attach a receipt, select a cost category and provide further explanation for their expenses.”

Security & Control with a Complete Audit Trail:

While MSRC employees are pleased with the ease-of-use of Ariett, accounting is thrilled about the strong financial control. Kim said, “Ariett has allowed us to maintain the high level of security and internal control that has always been paramount to us. Previously, there was just a paper audit trail with signatures, and signature verification was more of a manual process. Now, based on employees’ user IDs in Ariett, there’s an audit trail that tracks who reviewed the transactions at the various stages of workflow. Having an audit trail with the name and time when it was approved has been extremely helpful to us – with accounting still having the ability to give final approval before posting to our accounting system.”