Simplify, streamline invoicing for maximum impact.
Company Profile: A regional service provider managing internal team members with limited resources.
The Challenge
The company was using QuickBooks – common and familiar accounting system – but inefficient for their operational needs. Orders were created in QuickBooks by Users. Once work was finished, Users had to return to QuickBooks, ensure they’ve manually enter every line item, price and quantity, then manually generate the invoice and save it to their desktop. When it came time to deliver the completed order to the Client, the User had to remember to locate and attach the invoice file.
Despite rising subscription costs for QuickBooks Online, QBO wasn’t delivering improved productivity. Leadership was uneasy with so many users accessing the accounting system throughout the day. Pulling meaningful reports or planning data was difficult – leadership noted QBO reports were “more art than science.”
The Solution
By switching to RDS, the company eliminated the need for manual invoice creation in Quickbooks. Instead, invoicing became a seamless part of the workflow. When an order was marked complete in RDS, the platform automatically generated an invoice – populated with the correct line items, quantities and pricing – while still allowing users to make adjustments if needed.
Users no longer had to re-enter information, or save files locally. Invoices were sent to the clients directly from RDS along with the results – streamlining the entire process and reducing the opportunities for error.
Even better, users didn’t need to access the accounting software to get their job done. RDS gave leadership more control and visibility, and fewer logins to manage. The company accountant could simply extract invoice data from RDS and import directly into QBO. What took hours across multiple users, now took just a few minutes. The Owner and VP of Operations were thrilled – as strategic insights were just a few clicks away in RDS.
The Outcome
Time Saving & Reduced Subscription Costs: Invoices were auto-generated, consistent, and delivered faster. Leadership was able to reduce QBO subscription costs by over 75%.
Control: Leadership no longer had to worry about broad access to accounting tools. RDS centralized order and financial data, protecting workflows while ensuring the right people had access to the right information.
Insight: Reporting on revenue, volume, turnaround time, and performance became easy and fast. What once required hours of digging through spreadsheets and QuickBooks was now available instantly inside RDS.
Professionalism: Clients appreciated the consistency and clarity of the invoices they received—accurate, timely, and branded to reflect the company’s professionalism.