Client Information

Customer Tatum Homes
Branch Construction
Area Oklahoma, USA
ERP Quickbooks Desktop
Processes automated Invoice capture, invoice processing and approval workflow
AP Solution Rillion (formerly Centsoft Invoice)

Background

Tatum builds fine custom homes in the $300,000 to $1 Million+ range and has completed over 500 homes to date. Communities include Rivendell, Chatenay, Anton’s Landing, Crystal Creek at Westbury, Glenhurst and Rockport.

Job Site Challenge: Reducing the Manual Workload

Tatum homes was finding it challenging to work with over 4,000 paper invoices per year and managing the approval process for several approvers.

Because of the paper processes and numerous job sites involved, invoices would get lost or misplaced. Approvers would be overwhelmed with paperwork and management was looking for a more streamlined, automated approach.

“Most homebuilding companies store their invoices on a job by job basis and stick them all in a job folder. If you want to find all the invoices for one vendor can you imagine having to go to every single job, every single job folder? Being able to search in Centsoft* and export all the invoices in one PDF makes it a lot quicker and easier.”
Ryan Tatum, Tatum Homes
*Centsoft is now Rillion

Invoice Data Capture

Invoices arrive by mail or email and are scanned by Rillion. The data inside each invoice is then populated in an intuitive central dashboard.

Tatum Homes finance administrators can check that the data is accurate, make adjustments, apply coding and send the invoice out for approval. AI works in the background to learn account codes, and over time makes suggestions on how to code items on each invoice.

Approval Workflow

Once an invoice enters the system and has been checked by the administrator, the invoices go out in an automated workflow where project managers on job sites can approve the invoice on desktop, tablet, or smartphone.

“We have a growing number of projects and get hundreds of invoices every single month, which was a pretty overwhelming task every single month for each approver.”
– Ryan Tatum, Tatum Homes

Integration

Tatum Homes has benefitted from the ease of integration with Quickbooks Desktop. The integration only takes a day or two to setup, and all of the vendor information is shared with Rillion. Once an invoice is approved, the invoice is transferred to Quickbooks for recording and payment.

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