CASE STUDY: Saasu
- Customer: Facial Company, an online retailer of skincare products
- Cloud app: Saasu
- Consultant: Cordner Taylor Accountants
Facial Company is an online business that has sold skincare and beauty products from its headquarters since 2007. It makes a high volume of sales that need to be recorded into its desktop accounting program.
Why were you looking to change your software?
Facial Company employed a staff member to enter the list of sales every day which would take at least three hours. Special promotions could double sales and double the time taken to record them.
The company decided to look for an accounting program that could integrate with the e-commerce system that drove its website.
Business owner Darren Clark went to Cordner Taylor Accountants who recognised the need to replace the manually intensive task of entering the daily transactions.
Cordner Taylor, which has a mix of Saasu and Xero clients, recommended Saasu and put Clark in touch with other retailers selling large inventories. “We called some of their customers who were already using Saasu and it seemed to be the right fit for our business,” Clark says.
How did you use Saasu?
“What I love about Saasu is that it’s internet based. I can log on and see up-to-date statistical information straight away,” Clark says. “Best of all, it’s integrated with our website.”
Cordner Taylor set up Saasu and helped with the integration to the e-commerce platform. The process involved determining which information had to be sent to Saasu every day and how the two systems would make the transfer.
The online retailer has a wide range of transaction methods such as PayPal, direct deposit, laybys, credit cards, as well as its own e-merchant accounts to track. The complex transactions options required some troubleshooting when setting up the invoicing but was eventually resolved.
“I’ve seen a huge improvement to time and money since adopting Saasu,” Clark says.
Every night a file is sent from the website to Saasu with a record of the day’s transactions. Facial Company still needs to verify the transactions took place and that payment was received but it takes a fraction of the time.
“We’ve gone from three hours a day to half an hour,” Clark says. “It’s a huge time saver.” Moving from manual data entry to an automatic upload has reduced the number of errors dramatically. Clark estimates the quality of the data has improved by 90 percent.
Daily transaction feeds from Facial Company’s bank accounts have also improved accuracy. Batching and reconciliation has become much easier, Clark says.
“When I buy something on the credit card the bookkeeper allocates it according to the account (from the daily transaction feed). In MYOB I had to enter it manually,” Clark says. “The whole processing is so much more streamlined and operational, it’s much more cost effective to do it that way.”
The Commonwealth Bank’s transaction feed has occasionally required Clark to re-enter his details, but accounts with two other banks have been free of problems.
How has it changed your business?
Facial Company has reallocated the data-entry position to a more productive role that can maintain the business’ 20 percent monthly growth rate.
A bookkeeper comes in every Friday and spends three hours a week reconciling accounts, down from three hours a day.
Clark can log into Saasu at work, at home or on the road and find out details about the week’s sales.
“It’s a Godsend to know exactly where we stand financially. I can log on and check sales balances, profit and loss, and see what stock is pending and see what the girls have ordered and what stock is to come in,” Clark says.
Facial Company found that parts of its business were not so easy to automate. The retailer created a purchase order each time it ordered stock form a supplier, and the order needed to be changed to an invoice once the stock was checked and the purchase approved.
But using Saasu to automate the bulk volume of information flowing through the business has made a huge difference.
Clark takes an iPad on his trips to suppliers in the US and relies on accurate, up-to-date information to inform his business decisions.
“I just don’t know how any business would be surviving using the old way. It just seems so archaic,” Clark says.
Image credit: Facial Company