The situation
A software company with customers on monthly contracts and a team spread between Lima and other cities. Nobody on the team was an administrator: on the first day of every month a founder issued the invoices one by one, sent the collection emails and updated a sheet with who had paid. Accounting was kept by an external firm with the information that reached it, when it reached it.
What was done
Contracts were entered as recurring documents with customer, items, currency and payment terms. Issuance follows the contract schedule. Xeni tracks collections and prepares exceptions for review.
The remote team's attendance and payroll are kept in Human Resources, and Accounting receives the entries for each sale, each payment and each payroll at the moment they happen. The external firm reviews; it no longer reconstructs.
How it was implemented
One weekend to load customers, contracts and the chart of accounts; a first month issuing from XEN in parallel with the old method, to compare invoice by invoice; and from the second month on, XEN only. The accounting firm received read only access to Accounting and to the receipts.
What the operation looks like today
On the first day of the month the founders do not invoice: they review in Xeni what was issued, which contracts changed and what is waiting for approval. During the month, the collection agent proposes the calls that are needed and they make them. The close exists as an afternoon's review, with the financial statements already composed.
When the company needed to invoice a customer abroad with a different currency and document, XEN Overdrive added that flow on the same organization, with the same permissions and the same history.
