The solution: BILL's spend management software
GlobalEd found and hired Ignite Spot, an outsourced team of accountants who went to work solving GlobalEd’s financial challenges right away. At the suggestion of Korbyn Gallegos, GlobalEd’s new Ignite Spot accountant, Dr. Lambert investigated, chose, and implemented BILL Spend & Expense.
BILL Spend & Expense is a completely free cloud-based accounting and expense management platform that lets business leaders allocate budgets and track employee debits in real-time. With BILL Spend & Expense, team members get their own purchase card to swipe for necessary items and services that move the business forward.
Added benefits such as automatic fraud detection, Quickbooks compatibility, and even a rewards program proved to Dr. Lambert that they had found their fix.
But implementing BILL Spend & Expense forced the GlobalEd team to field a number of hurdles, including the following:
A significant time investment for adoption
Implementing BILL Spend & Expense took time, but the hours invested produced immediate returns. How? The work of learning and administering BILL Spend & Expense cards replaced the work of tracking, reconciling, and approving or contesting employee expenditures. And the business’s leaders could see that onboarding would give way to smooth sailing.
“We have a funding mechanism where geographical zones receive a certain amount of money based upon how many students they serve,” Dr. Lambert says. “So a lot of calculations had to go on before implementing.” But these calculations weren’t seen as a bottleneck so much as a crucial step that would ensure a lasting change.
The buy-in of key influential team members
The company was a little skittish after trying other inadequate expense management tools. Dr. Lambert listened to employees’ concerns and empathized, incorporating the team’s input and collecting feedback throughout implementation. Where teammates could not agree (or got stuck), Dr. Lambert made the decisions and moved forward with a customized plan to implement BILL Spend & Expense.
Once employees saw the tool in action, any hesitations were replaced with a productive, collaborative boost in morale. Helping this effort was an investment in the human side of onboarding.
“We did a lot of front loading with training professional development,” Dr. Lambert says, “so that counteracted any major difficulties we would have had in the beginning.”
Wariness of leaders
Employees weren’t the only ones justifiably leery of yet another tool. GlobalEd’s decision-makers had their own high-level strategic concerns. They knew their leadership through the change would determine its lasting success (or failure).
To defang their own doubts, GlobalEd’s executives rolled out BILL Spend & Expense in three tiers. The staggered implementation let their group “fail safely” before allowing the whole company to carry corporate cards. Thankfully, no one “failed.”
The rollout was successful across all levels of the organization, and, in remarkable time, GlobalEd was making strides toward achieving their long-term goals.
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