Optimizing the order-to-revenue workflow. Read QuBeyond video transcript.

Ordway was able to minimize our manual efforts- once a customer is in Ordway we are sure that system will take care of it. Hi, my name is Sachin Agarwal, I’m a Virginia CPA, Corporate Controller and Head of HR. QuPOS is a restaurant technology company, and we are helping a lot of restaurant customers, all the point of sale related software, their kitchen management system, and we were using QuickBooks and Excel invoicing. Avalara was not completely integrated with QuickBooks and not even in the Excel so, we need to manually populate data in Avalara. We were losing time, sometimes even revenue or sometimes we were receiving late cash payments. So we started using Ordway.

Ordway is a great support for us. Ordway is helping us reduce invoices, send the customer, connect data with Avalara and Salesforce.com and finally send output to QuickBooks. So it’s like very integrated between different systems. Before Ordway, one of my colleagues was one hundred percent focused on creating invoices, finding follow-ups and receiving money. And now with the help of Ordway, she has at least a 50% time savings- everything is automated. It has integrated all the complexity around the invoicing and revenue recognition.

Our business has also been impacted by COVID and our customers are also needing help. And I found it very easy in Ordway to add a discount line and we can enable those discounts, we can reduce their billing, we can suspend invoicing for the time being and lately we have given Ordway light access to our auditor. They have checked multiple subscriptions and they have tried a lot of revenue recognition and stuff. So it looked fine, it looked good. In the future I will recommend Ordway. I would say it’s great ROI. It’s even better return than we expected; definitely partnering with Ordway has been the best decision we have made.

QuBeyond supports its customers via a next-generation Point of Sale (POS) offering that includes software, hardware, and professional services. Their customers have complex relationships with thousands of locations across the country, and their legacy business systems challenged Qu’s ability to manage their revenue at scale and reconcile billing and tax nuances across U.S. State lines.

QuPOS Ordway

The challenge

Qu’s manual workarounds struggled to fill the gaps between disparate systems and exhausted employee time

Qu has a singular focus on fast casual and quick service restaurant chains. Leveraging an API-first approach and a core suite of omni-channel ordering solutions, Qu delivers an enterprise-scale, cloud-based POS whose offering includes additional hardware and professional services for its customers.

Qu’s nimble finance and operations team members managed deals in Salesforce, manually-generated invoices using Excel, calculated taxes with Avalara, followed up with customers individually for dunning purposes, and closed the books each month in QuickBooks. This disjointed data flow from CRM to General Ledger resulted in an employee time sink and: 

  • Missing invoices and lost revenue
  • Incorrect calculations that frustrated customers
  • Unnecessary late payments

“We have customers around the U.S. in all 50 states, and most of our customers want consolidated billing. So what does that mean? They have more than 10 locations but billed a single invoice. And for the tax laws, we need to calculate taxes based on the shipping location or the customer’s actual address,” said Sachin Agarwal, Controller at QuBeyond.

They were scaling quickly, and the growing complexity around invoicing and revenue recognition made it especially hard for Qu to keep up with their order-to-revenue workflow, and they found that throwing employee hours at their fragile process was not a sustainable way to scale their business. Qu quickly needed to find a way to bridge their business systems and automate their workflows.

QuPOS Ordway

The solution

Bridging CRM to General Ledger and other business systems ensure billing and revenue data flow automatically and accurately

The Qu team decided to invest in the Ordway billing and revenue automation platform to act as the flexible bridge between their CRM, business systems, and general ledger, and accomplish all the billing and revenue management tasks in between. With turnkey API integrations, Qu transformed their finance stack to meet the needs of their business. Salesforce, QuickBooks, and Avalara are now communicating with each other, and at the center, Ordway is orchestrating and automating all the moving pieces in the order-to-revenue workflow. This integration allows them to:

  • Automate invoices for their customers (some of whom have parent/child franchise relationships) 
  • Make mid-term contract adjustments (which has been especially important during the COVID-19 pandemic)
  • Simplify collecting state and local taxes (watch a webinar on how they did it)

“Ordway is sending all the customers’ actual locations to Avalara to get the actual tax rate and then getting the correct taxes calculated for each and every shipping location. And within the same invoice, I am sending one invoice to a very big customer which has more than 100 locations in the U.S. One consolidated invoice has all the child invoices with the individual tax rate or individual tax jurisdiction. It’s very simple.”

QuPOS Ordway

The results

Qu recovers lost revenue, increases customer loyalty, and frees up 50% of a team member’s time

Ordway’s Customer Success team worked closely with the team at Qu to complete a swift and thorough implementation. By bridging their CRM to General Ledger in a matter of weeks instead of the months that are expected with other legacy ERP and billing systems, Qu was able to manage the complexities of their business even before COVID-19 started to impact the wider economy.

“[With] the help of Ordway, we were able to integrate QuickBooks and Avalara both together…. Avalara and Ordway are integrated very smoothly. I don’t feel any problems.”

QuBeyond left behind their manual and error-prone processes and automated their order-to-revenue workflow to:

  • Save employee time. Qu estimates that 50% of an operations team member’s time is now available for other more important projects
  • Create a better customer experience through information-rich invoices and statements
  • Streamline their monthly close process
  • Recover lost revenue from previously improperly invoiced customers

“I would say it’s a great ROI. It’s an even better return than we expected. Definitely, partnering with Ordway has been the best decision we have made.”

2020 Update: While Qu’s customer base was negatively impacted by COVID-19, Qu’s partnership with Ordway put them in a position to support their restaurant customers more effectively. Qu was able to make accommodations on the fly for their customers due to the inherent flexibility of the Ordway platform- seamlessly offering discounts, making mid-contract changes, and even suspending invoices for customers who needed that flexibility.