Case Studies
Client
Company in the healthcare space with branches across 4 cities and over 100+ vendors across its branches.
The complexity
The client’s multiple vendors are managed by a number of field staff across its 4 branches. The traditional workflow of preparing physical vouchers for vendor invoices, getting them approved and then punched into a bookkeeping software would have required at least 1 accountant in each branch. With many vendors providing services across branches, reconciliation of ledger balances would have been an issue.
How Unmaze helped
Unmaze’s collaborative bookkeeping solution with easy to use interfaces is built for use by people who have no knowledge of accounting. So, the Client’s field staff were able to upload vendor bills and even customer invoices as easily as just clicking a photo with their phones. Our upload-approve-record protocol ensures all approved transactions are digitally and appropriately approved. Our intelligent Accounting engine ensures that accounting entries are passed automatically on approval with no manual intervention required. This ensured that the Client was able to manage their Finance & Bookkeeping function with just 1 resource resulting in cost savings of at least Rs 75,000 per month
Client
Non-Profit Trust is engaged in the activity of managing and running K-12 schools in Chennai & Puducherry.
The complexity
The client manages 10 schools across 2 states with each school having its own administrative and management teams but also requiring a central approval process for major spending. Being a non-profit trust also required the highest amount of internal control and diligence. The trust has over 1000 vendors making the process of Vendor management complicated and cumbersome.
How Unmaze helped
Unmaze’s collaborative bookkeeping solution also doubles up as a plug-and-play Vendor Management System with a dedicated Vendor Self Service Portal that allows Vendors to directly log in and upload their invoices, track their payments and reconcile their ledgers. This helped reduce the workload on each school’s accounting teams. Our upload-approve-record protocol ensures that all invoices that were uploaded by vendors were appropriately approved and supporting documents were stored digitally. This, together with the record of approvals, ensured there was a complete audit trail for each transaction.
Client
Chain of Quick Service Restaurants across Chennai. 6 retail outlets plus a cloud kitchen and poultry trading operation.
The Complexity
The retail outlets are independently operated with separate vendors and supplies but vendor payments are processed centrally. The outlets also accepted payments from customers in multiple ways – cash, UPI, cards, etc and these had to be reconciled and accounted for. There were also delivery partners like Swiggy and Zomato whose settlements and commissions also had to be reconciled and accounted for. Such a complicated operation requires a team of accountants to ensure books are updated accurately.
How Unmaze Helped
At Unmaze, we believe in creating robust processes to handle complexities. We helped the client set up a solid standard operating process (SOP) and checks & balances for book keeping to ensure all transactions are reconciled and accounted accurately. We oversee this process on a daily basis and present monthly reports to the Client so issues, if any, are immediately addressed and closed. The Client now manages his accounting with just a single F&A resource. We set up reporting dashboards and provided direct logins to franchisee owners and investors to enable them to monitor financial performance directly without needing assistance from the F&A team further reducing the F&A team’s efforts.
Collaborative Bookkeeping
Client
Company in the healthcare space with branches across 4 cities and over 100+ vendors across its branches.
The complexity
The client’s multiple vendors are managed by a number of field staff across its 4 branches. The traditional workflow of preparing physical vouchers for vendor invoices, getting them approved and then punched into a bookkeeping software would have required at least 1 accountant in each branch. With many vendors providing services across branches, reconciliation of ledger balances would have been an issue.
How Unmaze helped
Unmaze’s collaborative bookkeeping solution with easy to use interfaces is built for use by people who have no knowledge of accounting. So, the Client’s field staff were able to upload vendor bills and even customer invoices as easily as just clicking a photo with their phones. Our upload-approve-record protocol ensures all approved transactions are digitally and appropriately approved. Our intelligent Accounting engine ensures that accounting entries are passed automatically on approval with no manual intervention required. This ensured that the Client was able to manage their Finance & Bookkeeping function with just 1 resource resulting in cost savings of at least Rs 75,000 per month
Vendor & Expense Management
Client
Non-Profit Trust is engaged in the activity of managing and running K-12 schools in Chennai & Puducherry.
The complexity
The client manages 10 schools across 2 states with each school having its own administrative and management teams but also requiring a central approval process for major spending. Being a non-profit trust also required the highest amount of internal control and diligence. The trust has over 1000 vendors making the process of Vendor management complicated and cumbersome.
How Unmaze helped
Unmaze’s collaborative bookkeeping solution also doubles up as a plug-and-play Vendor Management System with a dedicated Vendor Self Service Portal that allows Vendors to directly log in and upload their invoices, track their payments and reconcile their ledgers. This helped reduce the workload on each school’s accounting teams. Our upload-approve-record protocol ensures that all invoices that were uploaded by vendors were appropriately approved and supporting documents were stored digitally. This, together with the record of approvals, ensured there was a complete audit trail for each transaction.
Finance & Accounting Oversight
Client
Chain of Quick Service Restaurants across Chennai. 6 retail outlets plus a cloud kitchen and poultry trading operation.
The Complexity
The retail outlets are independently operated with separate vendors and supplies but vendor payments are processed centrally. The outlets also accepted payments from customers in multiple ways – cash, UPI, cards, etc and these had to be reconciled and accounted for. There were also delivery partners like Swiggy and Zomato whose settlements and commissions also had to be reconciled and accounted for. Such a complicated operation requires a team of accountants to ensure books are updated accurately.
How Unmaze Helped
At Unmaze, we believe in creating robust processes to handle complexities. We helped the client set up a solid standard operating process (SOP) and checks & balances for book keeping to ensure all transactions are reconciled and accounted accurately. We oversee this process on a daily basis and present monthly reports to the Client so issues, if any, are immediately addressed and closed. The Client now manages his accounting with just a single F&A resource. We set up reporting dashboards and provided direct logins to franchisee owners and investors to enable them to monitor financial performance directly without needing assistance from the F&A team further reducing the F&A team’s efforts.
Our Clients
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