For an organisation supporting 600 team members and countless businesses, students, and job seekers with their employment needs, efficiency is critical. Yet WestVic Staffing found themselves trapped in a maze of manual processes that threatened to undermine their mission-critical operations.
Picture this: Over 400 invoices every month.
Each one requiring manual processing.
Each purchase order needing physical signatures.
Each approval creating another bottleneck.
“Our business faced the challenge of processing over 400 invoices manually each month using paper purchase orders, which required manual signatures from managers. This process was time-consuming and inefficient."
The challenge was clear - valuable team members spending countless hours pushing paper instead of driving business growth.
In their search for transformation, WestVic Staffing discovered that ProSpend offered something unique: a solution that didn't just solve their immediate problems but anticipated their future needs.
Two capabilities stood out :
- A sophisticated compliance overlay that kept approvals within delegation limits
- Seamless integration with their existing accounting software
"ProSpend stood out due to its comprehensive compliance overlay, ensuring approvals were within delegation limits, and its ability to seamlessly import files into our accounting software."
The transformation wasn't just immediate - it was game-changing. What began as a solution to paper-based inefficiency became a catalyst for comprehensive financial process transformation.
The efficiency gains were significant enough such that WestVic Staffing found themselves with freed capacity equivalent to an entire full-time position - resources they could redirect to strategic initiatives.
The impact of WestVic Staffing's ProSpend implementation delivered clear, quantifiable benefits:
✓ Eliminated the workload of one full-time position
✓ Dramatically reduced paper usage and associated costs by almost 50%
✓ Streamlined end-to-end invoice processing
✓ Enhanced compliance management
✓ Simplified audit trails with improved accessibility
When asked to distill ProSpend's impact into just three words, WestVic Staffing's response was : "Efficient. Compliant. Seamless."
"ProSpend has streamlined our invoice processing, saving us time and resources while ensuring compliance."
Today, WestVic Staffing stands as a testament to how the right technology partner can transform business operations. Their journey from paper-bound processes to digital efficiency demonstrates that with ProSpend, organisations don't just solve problems - they create new possibilities for growth and innovation.
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