Customer Experience Architecture & Engineering

Reduce Costs and Go Paperless with Deltek Payments

May 04, 2023
Deltek, Inc
Deltek
RE: Build Manufacturing

With a passion for manufacturing, Re:Build Optimation Technology (Optimation) helps industrial clients automate their processes and improve their facilities. But that automation doesn’t just apply to the clients they serve. Recently, Optimation saw the opportunity to apply that same automation and process improvement to their own business through Deltek Payments.

Founded 38 years ago, Optimation helps manufacturing businesses thrive and has the desire to provide industrial clients with a single source for projects from simple upgrades and maintenance to turnkey solutions. Headquartered in Rochester, New York, Optimation provides mechanical and process engineering and design, automation, and system integration for a variety of industries.

In 1998, Optimation partnered with Deltek, serving as a beta tester for Deltek Vision. As the company has grown and evolved over the years through several acquisitions, one thing has remained consistent – their reliance on Deltek to help manage their business. And, with the recent acquisition by Re:Build Manufacturing, that didn’t change, but they were challenged to find additional efficiencies in their financial operations as a newly consolidated company.

One opportunity for improvement was to automate their manual Accounts Payable (AP) process. Since implementing Deltek Payments AP Automation in January 2022, Optimation has realized a variety of both tangible and intangible benefits. Primarily, the company noticed that the finance team was saving 3-4 hours per week that they could then apply to more important back-office tasks. Additionally, the company was able to earn rebates that more than offset any processing costs. But most importantly, the company was able to do their part for the environment by turning a very manual and paper-heavy process completely digital.

With Deltek Payments AP Automation, Optimation has been able to:

  • Spend less time paying vendors by making electronic payments.
  • Enhance control, visibility, and approvals on all payments in a single place.
  • Reduce the need to print physical checks.
  • Offset liability for payments once they are sent.
  • Reduce overall costs and further offset costs by earning rebates.

Here’s how:

Optimation knew that checks were an expensive and time-consuming way to pay vendors. They were wasting valuable time and money printing physical checks, licking stamps, waiting for the U.S. Postal Service to deliver them to vendors and then waiting even longer for the checks to be deposited, just so they could balance their books. After attending Deltek’s virtual customer conference in 2021, the company chose to implement Deltek Payments AP Automation partner Corpay (nee Nvoicepay) to streamline and digitize the AP process.

Having always been ahead of the curve when it comes to remote working, it was a logical next step for Optimation to employ a virtual and paperless process to keep the AP process moving securely between a distributed finance team that could be working from anywhere.

And for a company that cares about its impact on the environment, it was important that they find a way to reduce their paper consumption. Now with Deltek Payments AP Automation, instead of physically printing and mailing checks, the company has transitioned to a paperless process and saves valuable time by paying vendors electronically. “There are cost savings, labor savings and bank fees,” says Bill Pollock, General Manager. “And, in this green world, we’re trying to get rid of paper, so it’s one more way we can do that.”

Bill continues by explaining the previous process and how Deltek Payments is saving valuable time for his team. “Before, the finance team had to get the checks and load them into the printer, print them out, get them signed, then stuff them in envelopes,” says Bill. “Now, the file can be sent to the controller, they can review and approve the file so it’s ready to be downloaded and sent to vendors.”

After pulling the data from Vision, one member of the finance team can simply upload that data into Corpay, which then automatically populates the information needed to create the checks. Those virtual checks can then be approved by another member of the finance team and sent to vendors in a secure virtual process. And because Corpay assumes the liability for money in transit, Optimation can reconcile those payments faster, thereby closing the AP process sooner, giving them accurate real-time transparency into the company’s outbound cash flow.

With Deltek Payments, the finance team is saving hours per check run and leveraging a truly paperless approval process.

 

With Deltek Payments AP Automation “we have a seamless process that moves faster and has more levels of approval and security around who authorizes which payments, while guaranteeing the payments to vendors.”

– Bill Pollock, General Manager, Re:Build Optimation Technology

 

As Optimation looks to the future on their journey to continued process improvement, they are evaluating upgrading to Deltek Vantagepoint to leverage a more seamless integration with Corpay to take AP Automation to the next level.


 

Deltek Payments


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About Re:Build Optimation Technology

As part of Re:Build Manufacturing, Re:Build Optimation Technology is part of a growing group of companies that are working to reinvigorate manufacturing in the U.S. Re:Build Manufacturing is doing just as their name suggests; rebuilding American manufacturing, by bringing together manufacturers that make quality products with companies that have technical and engineering proficiency and those with the capability to go from Brain to Box™ or as we like to say it at Optimation, concept to completion.

 

 

Deltek, Inc
Deltek

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