The Sourcing Company can completely let go of billing to its clients, and no longer misses out on revenue

The Sourcing Company can completely let go of billing to its clients, and no longer misses out on revenue

As TSC grew, so did the administrative pressure. Initially, these pressures were manageable, but it also became clear that things needed to be easier, better and smarter. The Sourcing Company turned to Yarado in 2019, which eliminated multiple, repetitive steps. In fact, creating an invoice had to be different every month because the dates on which it was created always varied.

At the end of each month, TSC employees had to manually verify each client's true data. This led to employee frustration and resulted in unreliable data and invoices that did not always accurately show how much the bill was. As a result, The Sourcing Company also sometimes lost revenue.

"We now have up-to-date billing data and insight into our cash flow. The productivity of our finance department has increased by leaps and bounds."

A mistake is quickly made

Previously, employees had to manually perform three steps for each client. During all these steps, mistakes could easily be made and these steps took a lot of time. First, they had to log in to Microsoft Office 365 to check how many licenses were being used. Second, this amount of licenses had to be processed in a spreadsheet, and then a separate billing system had to be used to create the invoice.

Yarado took this process off TSC's hands in a matter of hours. The consequences of this - the time and resources the company saved - were immediately visible, as former executive partner Ronald Verweij sees: "Yarado has perfected our invoicing process. We now have up-to-date billing data and insight into our cash flow. The productivity of our finance department has increased by leaps and bounds."

This was partly due to the fact that TSC no longer needed to do bulk bookings, Verweij explains: "With ING you have an option to export to Exact, but you can only do that in a bulk booking. If you do that, you lose details, so to avoid that we did it all by hand. Once that was automated, a few hundred invoices a month went through the robot." So that took a lot of work out of their hands.

What exactly does Yarado do?

What exactly does Yarado do at The Sourcing Company? First, the software robot pulls data from the Office 365 portal and determines how much license fees should be charged per month. Yarado adds that data to an Excel spreadsheet where the name matches that of the client. In this spreadsheet, the software robot calculates the difference between "the active licenses at the end of the month," and the "highest amount of active licenses during that month.

This cleaned, adjusted data is put into the billing system and an invoice is immediately created for the amount of active Office 365 licenses as well as the amount of licenses that were additionally used that month. Not only does TSC ensure that the billing process runs smoothly and without errors, the cleaned-up data also allows further insights to be extracted from Excel. Operationally, therefore, the company has also improved.