Chrome River case study: GrayRobinson
What were the goals of a new system?
GrayRobinson had an in-house, Microsoft Access-based, system that was inadequate for its needs and unable to scale with the growth of the firm. It wanted an efficient and paperless approval process that allowed it to provide backup for expenses and invoices, while providing transparency to the employees.
The firm’s goal was to find a system that was able to capture invoice and expense data at the source, and build a compliance and approval audit trail.
"We looked at solutions that were offered through our bank, ADP, and also reviewed other expense reporting and invoice management solutions, such as Concur and Aderant Expert.”
Jesse Rudolph, Financial analysis manager
What issues needed to be resolved?
GrayRobinson had no real routing or approval process for expense reports or invoices. Backup documentation was not attached within the system, but rather emailed to a dedicated accounts payable email address. The accounts payable team would match the expense request to an email, verify that it was correct and then print and rescan it for entry into the accounting system.
Almost all approvals were routed through inter-office mail and manually signed. This regularly caused delays in reimbursing employee expenses as well as delays in invoicing clients and paying vendor invoices. The manual process also caused some invoices to be double- and sometimes triple-paid.
"We give credit to our Chrome River project manager for driving us to complete our implementation in 18 weeks. She was dedicated, worked hard and kept us on task. She was nothing short of outstanding.”
Jesse Rudolph, jinancial analysis manager
Implementation times two in 18 weeks
GrayRobinson implemented Chrome River EXPENSE and Chrome River INVOICE during a single-phase project. With a fiscal year-end of August 31, the firm’s goal was to roll out Chrome River before the year-end process began. So, the team rolled up their sleeves, and along with Chrome River’s project manager, they all stayed on task and completed both implementations from start to ‘go-live’ in 18 weeks.
The firm’s training process was quick and easy. Training was handled through a series of announcements and quick reference guides that were created for the employees. Then, prior to going live, onsite training was provided to all employees who would be using Chrome River.