Streamlining AP Processes: A Case Study on Animal Humane New Mexico

Animal Humane New Mexico is a nonprofit organization dedicated to the welfare of animals. Each year, they serve more than 10,000 homeless and at-risk dogs and cats, and have successfully re-homed 100% of healthy pets in their care. The organization had been considering automating their AP process for years, with the goal of going paperless. The onset of the COVID-19 pandemic and the shift to remote work further highlighted the need for a more streamlined and automated process. Teresa McKennon, who oversees the organization’s accounting function, was tasked with finding a solution.

Animal Humane New Mexico, a nonprofit animal welfare organization, had been considering automating their Accounts Payable (AP) process for years. The organization's goal to go paperless in 2019 was hindered by their paper-heavy AP process. The process involved receiving invoices either through email or direct mail, printing out the document, stamping it, and taking it to another building for coding. After coding, the document was sent back for approval. This process was time-consuming and involved a lot of physical movement of documents between different buildings and departments. The onset of the COVID-19 pandemic and the shift to remote work further complicated the process, necessitating a more streamlined and automated solution.

Teresa McKennon, who oversees Animal Humane’s accounting function, chose Integrify for its easy-to-use interface, simple backend system, unlimited document upload, custom reporting capabilities, complete traceability, scalability, and reasonable cost. The primary reason for choosing Integrify was its scalability, as McKennon foresaw several additional use cases. The implementation process involved transforming their manual workflow to a digital, cloud-based application with the help of Integrify Service and Support teams. The team created multiple forms and two processes in their Integrify instance, allowing for a streamlined approval process. If an invoice needed more information, it could be sent back for editing or updating, saving significant time during the workweek.

• The implementation of Integrify has been well-received by the users at Animal Humane New Mexico. The automation of the AP process has not only saved the organization significant time, but it has also allowed them to run completely paperless. This has eliminated the need to flip through paper forms, ensuring faster approval turnarounds. The organization is now considering implementing more processes in Integrify, with the first step being the integration of Daily Cash for document attachment and approval. This will provide a useful management tool for traceability and reporting.

• Processes that used to take a full day now only take 10 minutes.

• The organization did not have to hire additional staff during the COVID-19 pandemic to manage their AP processes.

• The organization is now running completely paperless.