Non-Profit Financial Management Case Study | Zoho Solutions for Efficiency

Client Name

University of British Columbia

Industry

Higher Education

Size

11-50 Employees

About the Client

The client, a Canadian non-profit association with a rich 40-year history, supports over 10,000 members across the community. Governed by an executive committee and a council, they are deeply committed to fostering community growth and development.

However, their financial management systems and processes could not keep pace with their expanding operations. They required a modern solution to simplify their workflows, improve reporting, and free up time for focusing on their mission.

Challenges Faced

Outdated Accounting Systems

The association’s legacy accounting systems had become a significant bottleneck, unable to meet their growing operational needs. These outdated systems resulted in:

Inefficient Day-to-Day Operations: Routine financial activities were overly cumbersome.
Misalignment with Growth: The systems lacked scalability to support the organization’s expanding demands.

Fragmented Software Ecosystem

The organization relied on separate platforms for bookkeeping, accounts receivable (AR), accounts payable (AP), and payroll, leading to:

Inefficient Workflows: Processes were disjointed and time-consuming.
Redundant Data Entry: Duplication of tasks across platforms created errors and delays.
Lack of Financial Oversight: The siloed approach hindered comprehensive financial tracking and reporting.

Lack of Automation

The absence of automated workflows created inefficiencies in handling essential financial tasks, such as approvals, invoices, and expense reports. This resulted in:

Excessive Manual Work: Processes were time-consuming and labor-intensive.
Missing Information: Delays occurred due to incomplete submissions.
Reduced Productivity: Team resources were stretched thin due to repetitive tasks.

Need for Zoho Expertise

The non-profit required a specialized partner proficient in Zoho to streamline and manage their financial operations. Their needs included:

Migration to Zoho: Transitioning from legacy systems to a unified platform.
Workflow Implementation: Setting up automated processes for approvals, expense management, and reporting.
Ongoing Financial Management: Expertise in handling payroll, budgeting, and financial reporting.

Solutions Provided

Migration to Zoho Finance Suite

We transitioned all financial operations to the Zoho Finance Suite to unify their processes and improve efficiency:

Zoho Books: Centralized bookkeeping and accounts receivable functions.
Zoho Expense: Streamlined expense management and reimbursements.
Completion Timeline: The migration was meticulously planned and executed within 1.5 months to minimize disruption and ensure continuity.

Workflow and Automation Enhancements

Key workflows and automations were implemented to optimize efficiency and reduce manual effort:

Approval Workflows and Custom Fields: Automated approval processes for expenses and invoices while adding fields to capture essential data for categorization and tracking.
Reporting Tags: Facilitated department-wise financial reporting and budgeting for improved decision-making.
Mandatory Fields and Payroll Templates: Enforced required inputs in reports and simplified payroll journal entries using standardized templates.

Team Training and Process Development

We conducted in-depth training sessions to empower the client’s team with the knowledge and skills to effectively use Zoho Finance tools:

Operational Independence: Equipped the team to manage financial operations confidently.
Customized Guidance: Provided tailored training materials and demonstrations to address their specific needs.

Ongoing Financial Management

We ensured continued efficiency and accuracy in their financial processes with ongoing support:

Streamlined Operations: Simplified monthly bookkeeping and accounts payable/receivable management with Zoho's automated workflows and reporting.
Budgeting Support: Set up department-specific budgets and conducted monthly reviews using reporting tags for clarity.
Year-End Assistance: Provided comprehensive financial reviews and adjustments to prepare for tax filings.

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The Results: Real Impact on Financial Efficiency and Clarity

80% Reduction in Manual Processes

These automations drastically cut down on manual tasks, saving hours weekly and allowing the team to focus on strategic goals.

Complete Financial Transparency

Department tags provided clear, detailed reporting across departments, boosting accuracy and aiding in informed decisions.

Faster Reimbursements and Approvals

Automated workflows for expenses and invoices streamlined approvals, significantly reducing processing times.

Improved Cash Flow Management

Unified AR/AP processes reduced outstanding payables and receivables, enhancing cash flow stability.

Why Non-Profits Choose BMI for Financial Transformation

Non-Profit Expertise

Our team understands the unique needs and compliance requirements of non-profits.

Tailored Solutions with Zoho

We build personalized, efficient systems that

unify and simplify financial tasks.

Dedicated Support and Training

We’re there every step of the way, from training to monthly management and year-end wrap-ups.

Take Control of Your Financial Future with Ease

Transform your financial management and focus more on what matters most—your mission.

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