The Sourcing Company (TSC) provides ICT solutions for its clients, with the aim of making the IT landscape as streamlined and pleasant as possible. As a cloud service provider, The Sourcing Company ensures that partners in the legal and healthcare sectors, and housing corporations, among others, have software and cloud solutions at their disposal. In this way, these partners work digitally flexible, secure and as efficiently as possible. TSC is also responsible for advising and guiding companies on complex IT issues.
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fewer customer complaints
earlier invoicing
of administrative tasks saved per month
TSC acts as a mainstay for companies in various sectors. By placing ICT requests with TSC, organizations free up space to focus on core tasks. For example, in healthcare the focus should be on the patient, not on internal processes, and in housing corporations the focus should be on building and renting houses, not on IT.
Any organization that sells licenses has to deal with billing. On a monthly basis, this can create a lot of administrative burden. Yarado has helped TSC with the settlement of these invoices and ensures that the correct amount is paid by clients. This saves time and streamlines the organization. Invoices are now processed automatically. In addition, TSC no longer misses out on income, which it sometimes did due to errors in the administrative system.
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."
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 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.
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