By Christina Del Villar, Senior Director of Marketing
Picture, if you will, a man relaxing comfortably on a shady patio in the hills of Tuscany. On his laptop, an emailed cry for help from California, where urgent payments must be made today. At his elbow, a glass of wine from the terraced vineyards below. And in his mind, one blissful thought, which brings a contented smile: “That decision I made in December is really paying off today.”
As the VP Finance of a rapidly growing Silicon Valley startup with about 75 employees, Dan Caserza was still the one and only accounting person – and thus spread pretty thin. He managed accounting, finance and human resources. Although he had very recently been able to hire someone to assist him with HR and benefits, he still had a lot of territory to cover: transaction processing, revenue recognition, preparing financial statements, budgeting and forecasting, making presentations for the Board, and much more. And – until just a few months earlier – Dan had also been processing paper invoices by hand the old fashioned way.
“I’d get hard copies in the mail, key them into QuickBooks, walk them over to people’s desks for approvals, print out paper checks, match the checks to the invoices, manually sign them, stuff them in envelopes, stamp the envelopes and get them into the mail. I don’t have to tell you, it was very laborious. And if invoices got misplaced or the printer jammed, it was even more frustrating. Accounts payable was not something I wanted to spend a lot of time on.”
Even so, when Dan first heard that there’s a paperless, cloud-based alternative to this nightmare, he was skeptical. “The last thing I needed was some big, huge software implementation project. I thought it was going to be a lot of work.
“So I decided to just put my toes in the water slowly. The first week I paid a couple of checks online through Bill.com – a couple of bills for five or ten dollars each, nothing that would get us in trouble if the system didn’t work. I traced where the debits and credits went in our general ledger and verified that the payments were hitting our bank account properly.
“It went pretty smoothly, so the next week I paid some bills in the hundred-dollar range. Again, things looked fine. I contacted a couple of vendors and confirmed they had received their payments without any problems.
“So by the third week I just switched over entirely. All with basically one short training session online and a brief follow up call for a couple of things that I had questions on. Bill.com is fairly intuitive, so it was easy.”
Flash forward three months, and we find Dan Caserza on a well-deserved vacation in Italy. “One thing you can do in the cloud that you can’t do the old fashioned way is schedule payments in advance. So before I left, I queued up all the bills to get paid on schedule. This way, I wouldn’t have to worry.
“But I did bring my laptop just in case. And of course there was one emergency – a couple of unexpected payments that were hot issues.
“So there I was, on the patio of an Italian villa, looking out over beautiful Tuscany with my laptop and paying a couple of bills through Bill.com. I logged in, clicked pay, and five minutes later texted our CEO that it was all taken care of. It was great being able to stay in such good control while I was off having my vacation.”
To learn more about how to eliminate the hassles of paying bills by moving your payables to the cloud watch this short demo or attend our weekly Bill.com product demo webinar.