Creating an Interface Between Operations and Accounting Departments
A leading Title and Escrow company.
Our client was using different applications for various types of title, closing and valuation orders. In order to prepare fortnightly invoices and payments, processors in their Operations department had to generate reports from these applications and systems, and send these reports to the Accounting department. The Accounting staff would then manually enter this data into their accounting system, and finally generate invoices for customers and issue payments to vendors.
Because of the manual nature of this procedure, it was slow, prone to error, and required frequent follow-ups. Additional personnel were required to verify the data and correct any errors they discovered, which increased operational costs and made vendor management highly challenging.
The AtClose team developed a solution that automatically transferred data from the Operations department into the accounting system every night. In this way, all orders that were processed over the course of a workday became available for invoicing and issuing payments by the following morning.
The solution’s design allowed AtClose to identify GL codes, map fee amounts, and enter these items into the appropriate chart of accounts in the accounting system using the correct format. In addition to daily transactional data, the solution automatically propagated any changes in customer or vendor billing information to the accounting system.
AtClose’s automated solution improved our client’s productivity. Their Accounting team no longer had to spend time entering data, which gave them more time to focus on their core responsibilities.
More regular and frequent updates from the Operations department improved the Accounting team’s ability to issue and track invoices and payments to customers and vendors in a timely fashion. This improved customer and vendor relations and reduced the incidence of delays, disputes and other issues.
Eliminating unnecessary manual entry led to drastic reductions in costly errors, prevented missing payments and receivables, and simplified the reconciliation of records in the Accounting department.