Enhancing Payment Efficiency at Koala Coast Builders with Batch Pay

Background:
Koala Coast Builders, a mid-sized construction firm based in Brisbane, was experiencing rapid growth. As their project portfolio expanded, so did the complexity of managing payments to numerous subcontractors, suppliers, and service providers across multiple job sites.

Challenge:
The accounts team at Koala Coast was drowning in paperwork, spending over 20 hours per week processing invoices and payments. This manual process was not only time-consuming but also prone to errors, leading to payment delays and occasional double payments. The team struggled to maintain accurate, up-to-date financial records in their Xero accounting system, hampering their ability to make informed business decisions.

Solution:
After careful consideration, Koala Coast Builders decided to implement BatchPay, a robust payment processing tool that integrates seamlessly with Xero.

Key Features Utilised:

1. Secure multi-organisation Xero integration

2. Capacity to process up to 500 bills in one batch

3. ABA file generation for efficient bank uploads

4. Automated remittance emails to payees

5. Real-time synchronisation with Xero for accurate creditor balances

6. Advanced search and filter options for easy bill management

7. Flexibility to make partial payments when required

Implementation:

1. Koala Coast linked their Xero account to BatchPay.

2. The accounts team received comprehensive training on the BatchPay system.

3. A trial run was conducted with a select group of regular suppliers.

4. Following a successful pilot, all payment processing was migrated to BatchPay.

Results:

1. Time Savings: Payment processing time reduced from 20+ hours to just 3 hours per week.

2. Improved Accuracy: Manual errors in payment processing were significantly reduced.

3. Enhanced Cash Flow Management: Real-time Xero updates provided accurate financial insights.

4. Increased Productivity: The accounts team could focus on more strategic financial tasks.

5. Better Supplier Relationships: Prompt payments and clear communication improved supplier satisfaction.

Testimonial:
Mark O'Connor, Financial Controller at Koala Coast Builders, states:

"BatchPay has revolutionised our accounts payable process. We've cut our payment processing time by 85%, and the accuracy is spot on. It's given us back control over our finances and allowed us to scale our operations without adding to our admin burden."

Conclusion:
By adopting BatchPay, Koala Coast Builders dramatically improved their accounts payable efficiency. The solution not only saved significant time and reduced errors but also enhanced financial visibility and strengthened supplier relationships. The seamless Xero integration and ability to handle large payment batches made BatchPay an indispensable tool in Koala Coast's financial operations, supporting the company's continued growth in the competitive construction industry. Let me know if you need any further changes!