Civil construction
Company Profile
Simpson Construction is a leading civil construction company managing multiple large-scale projects across various locations. With dozens of project managers and hundreds of monthly invoices, they needed a solution to streamline their approval process and improve collaboration.
Note: Simpson Construction is a real company used to demonstrate how construction companies can leverage InBill's features.
The Challenge
Before implementing InBill, Simpson Construction faced several challenges:
- Manual Paper Process: All invoices were printed, physically stamped, and manually passed between project managers
- Geographic Dispersion: Project managers spread across different locations made physical invoice routing inefficient
- Limited Visibility: Tracking invoice status and approval progress was difficult
- Inefficient Communication: Discussions about invoices happened through various channels (email, phone, in-person)
- Document Management: Supporting documents and correspondence were stored in multiple locations
The Solution
InBill provided Simpson Construction with a comprehensive digital solution:
1. Customized Approval Workflow
- Created a multi-level approval process reflecting their organizational structure:
- Initial Processing → Project Manager Review
- Project Manager Review → Senior Manager Approval
- Senior Manager Approval → Finance Team Processing
- Finance Team Processing → Payment
2. Digital Collaboration Hub
- Centralized platform for all invoice-related discussions
- Ability to attach supporting documents directly to invoice records
- @mention functionality to notify relevant team members
- Complete audit trail of all communications and actions
3. Seamless Integration
- Direct integration with their accounting software
- Automatic synchronization of approved invoices
- Real-time status updates across both systems
4. Document Management
- AI-powered data extraction for new invoices
- Automatic duplicate detection
- Digital storage of all related documents
- Easy access to historical records
Key Results
After implementing InBill, Simpson Construction achieved:
- +95% Reduction in invoice processing time
- 100% Digital approval process
- Improved Compliance with complete audit trails
- Enhanced Visibility across all projects
- Better Cash Flow Management through faster processing
- Reduced Errors through automated data entry
- Increased Collaboration between teams
User Testimonial
"InBill has transformed how we handle our invoices. What used to take days of passing papers around now happens in hours. The ability to have discussions right on the invoice record and attach relevant documents has made our process so much more efficient. It's become an essential part of our daily operations."
— Andrew Tuminello, Finance Manager at Simpson Construction
Best Practices Implemented
-
Structured Workflow
- Clearly defined approval stages
- Role-based permissions
- Automated notifications
-
Document Organization
- Consistent naming conventions
- Category-based filing
- Automated data extraction
-
Communication Protocol
- Centralized discussions
- Clear escalation paths
- Standardized dispute resolution process
Looking Forward
Simpson Construction continues to leverage InBill's features as they grow, with plans to:
- Implement additional automation rules
- Expand usage to subcontractor payment processing
- Integrate with project management software
- Utilize advanced reporting features for better financial insights
This case study demonstrates how InBill can transform traditional paper-based processes into efficient digital workflows, particularly in industries with complex approval requirements and distributed teams.