PairSoft Helps Petroleum Equipment Service Improve Procurement Tracking

The Client

Petroleum Equipment Service is an organization that provides installation, service, and maintenance to gasoline and diesel dispensers, including point-of-sale systems, tank monitoring equipment, and submersible pumps.

The Challenge

Lost Receipts. Could not see pending purchases. Manual Entry.

Petroleum Equipment Service used a manual expense tracking process requiring duplicate entry. Employees sent receipts and expenses via email to their manager. E-mailing receipts often resulted in lost receipts, delays in reimbursements, and lack of visibility to pending expenses.

Without automated workflows to capture receipts and route expenses through approvals and to payment, expense sheets had to be entered manually into their Sage 300 ERP. Since information was limited by email they were not able to provide information or adequate auditing.

Requirements – Automation. Integrate with Sage 300. User Accountability.

Petroleum Equipment Service needed to automate the expense processing for the Sales teams. The main requirements were a direct integration with Sage 300 and a solution that would give users accountability to enter and approve expenses.

The Solution

PairSoft addressed their issues by providing an integrated expense solution that was easy to use and provided management transparent access to information through the process. Approval workflows, detailed logs, and the ability to use questionnaires to gather specific information about expense lines was crucial. The ability to capture receipts as attachments to the expense sheet solved the problem of lost receipts. Having those receipts easily available to the approvers provided much needed visibility to the expenses and streamlined the approval process.

“The implementation of PairSoft was fairly simple and didn’t take a lot of time, the training process was just as easy for our users,” Adam Desfosses, Business Manager said. Petroleum used group training techniques and customized training documents for their users to master the system.

Desfosses recalls his first impression of PairSoft as, “Easy. It doesn’t get much simpler, you just insert expenses and hit submit.”

The Results

Visible Workflow. Easy to Use. Less discrepancies.

Management appreciates the transparent nature of the system in terms of the audit features, approval workflow, and questionnaire for expense line items. The sales team has been equally as pleased with PairSoft. Desfosses says, “I don’t have a single employee who can’t use PairSoft.”

Petroleum Equipment Service now has:

• Streamlined Expense System
• Approval Visibility
• Direct Integration with Sage 300