A Message From Boyce
As a software company we are constantly looking for ways to enhance our existing systems or develop new systems to improve the automation process. From the feedback a lot of you have given us, we have several new products either under development or on the drawing board.
One of those products will be a Vendor Portal. This cloud-based system is designed for your vendors to securely log in, submit invoices and research paid/pending invoices. These submitted invoices will then be electronically downloaded to the BankTEL Accounts Payable System. It will operate much like Branch Scanning but the invoices come directly from your Vendors saving time and effort. See the additional article on the Vendor Portal.
As we look toward new products to assist you in your daily processing, we also identify enhancements with our existing products to better serve you. One of the newest updates comes to the Expense Reports module. Employees now have the ability to identify branches and costs centers for individual expense items. If you would like more information on this please contact our support team.
We are about to embark on our first BankTEL Users Group meeting of 2015 in California in March. We invite anyone that has an interest in joining us in Napa Valley on March 12th and 13th to please fill out this registration form and return to us as soon as possible. Information on the additional meetings this year can be found below.
We hope that you have a successful 2015 and we look forward to serving you this year. As always if I can be of any services please let me know. We appreciate your business.
We are pleased to announce the Vendor Portal as the newest member to BankTEL’s list of web based applications. The Vendor Portal is a web-facing application geared to compliment your BankTEL AP application by allowing vendors to effortlessly upload invoices for payment. This safe and reliable cloud based application allows a bank’s current and oncoming vendors to access the portal at any time and place to better service an invoice as needed. Once approved by the bank, the existing invoices can be uploaded into the Accounts Payable system to help automate the process even more than before.
A new vendor, once approved by the bank, may create their own profile and begin to upload as many invoices needed. Information such as due dates, price, comments, and even the image of the invoice itself can be uploaded into the portal for the bank’s review. The vendor may also view the status of their invoices to keep track if they have been paid.
Once the vendor’s invoices have been entered, notifications to the bank are made of the awaiting payments to be processed. A bank can enter the portal with as many users as needed to review the invoices and take action by importing those invoices into your Accounts Payable system when ready. The portal acts as an automated process by receiving invoices, saving key entries, reducing errors, and uploading data into your Accounts Payable system. Once the data is within the AP application, invoices can then be processed for payment.
If you would like to know more about the Vendor Portal, please contact us with any questions you may have.
This quarter’s product spotlight features the Expense Reports module. BankTEL’s expense report application is a tool that any financial institution may use to automate the expense reimbursement process for all employees and even for the Accounting department. Below is one of our customer’s renditions of the expense reports module that tells about the huge impact this module has had on their reimbursement process.
We spoke with Connie Caskey-Keith, Administrative Financial Assistant at Traditional Bank, about her experience with the Expense Reports module and how it has had an overall effect on the bank.
Traditional Bank started looking for a new Accounts Payable suite in the beginning of 2013. At the time, the bank’s whole accounting process was comprised of physical receipts and invoices being passed around from department to department, manual approvals, and filing cabinets stacked with invoices all throughout the accounting department. Manual paper was such a normalcy to them that they could not envision having a completely automated and paperless process, but the CFO and Accounting department knew something had to change.
After much discussion and review, Traditional Bank decided to add the whole BankTEL Accounting Suite, including the Expense Reports web application. In January 2014, the bank went full force with the Expense Reports module by pushing it out throughout the whole company. Connie explained that she has seen a tremendous change in how much more automated the bank has become when comparing their process before expense reports to the process now.
Traditional Bank currently has 215 employees overall, and 137 of those employees submit personal expense reports, while 45 employees (mostly upper management) submit credit card expenses.
Employee Reimbursement Process Before BankTEL
Personal expense reports were submitted manually through a system that the bank’s IT department created from scratch. The employees would go in, enter their expense items in the system, and the system would generate an email notification to the approver. However, the receipts had to be interoffice mailed to the approver separately. Then, after approval, the approver had to interoffice the receipts to Accounts Payable. After all receipts were received, the accounting department still had to enter each and every expense and even manually file away each receipt. This process was very time consuming for every person in the process. Credit card expenses were also a nightmare for the Accounts Payable department. Typically, when Accounts Payable received the credit card statement, the accounting clerk would go to the copier and make 45 separate copies of the statement. Each statement was mailed to each executive, manually signed off on, and then the statement with all the physical paper receipts were all mailed back to Accounts Payable in a yellow envelope. Of course, accounting would then manually enter every expense and file away the receipts.
Both of these manual processes made it almost impossible for someone to go back and research the audit trail on any expense report. During an audit, Connie explained how she would have to pull the statements from the file and physically hand the auditor the file that contained all the receipts. The files were alphabetized, so that made it easier to get to for Connie, but every year, she had to rotate out the oldest files and move those to storage.
Expense Reimbursement Process Now
Now, with the Expense Reports module, all of the manual filing, manual approvals, and duplicate entry are eliminated.
Traditional Bank’s employee reimbursement process has made a complete 180 from the way things were done before. For personal and credit card expense reports, employees simply open the web module and begin entering expenses for mileage, travel, meals/entertainment, and other. Even the receipts may be attached to the expense report before it is submitted for approval.
Traditional bank uses the notification system built-in to expense reports as well. That way, once an expense report is submitted, the assigned approver for that employee is automatically notified and can login into the module to review the whole report along with all the receipts that the employee attached. Connie mentioned that she loves how the system keeps track of all the emails sent throughout the process and all the approvals, comments, and edits along the way.
By the time the accounting department receives the expense report, all that the accounting clerk has to do is click to review the details of the report. Every expense that the employees submitted and every receipt attached flows smoothly into Accounts Payable for final review after the appropriate approvals have been completed.
Connie said that the turn-around time for expense reimbursements is much quicker. Everyone is paid much faster. Also, people can view their expense report throughout the process and even after payment. Even approvers can see invoices that apply to accounts in their budget.
According to Connie, one of her favorite things about this new automated system is that the process does not rely on one person to get done. If the Accounts Payable person has to be out, the bank can still pay expenses.
BankTEL extends our thanks to Connie and the whole team at Traditional Bank, who worked with our implementation and support team to get this module up and running for the bank. Our team, at BankTEL, is truly happy to see such a huge turn towards automation and efficiency by using the Expense Reports module. We enjoy seeing our customers happy, and we also hope that the relationships between us, Traditional Bank, and all of our customers, continue to thrive.
“I am enjoying the transition and additions we made within Accounts Payable by adding the expense report module along with other modules. When I use something daily, I want it to be helpful to me by saving time, and provide flexibility and manageability. The credit card expense reporting is saving me massive time monthly. I have to say it is my favorite of the expense reporting module because of the flexibility offered within this module and no more receipts are arriving in my office in an envelope. I don’t miss any of our old processes and I am still learning all the capabilities after installing over a year ago. I think all of our upgrades have been phenomenal. No more paper shuffling, no more flying receipts arriving in interoffice envelopes, and that puts a smile on my face.”
Traditional Bank, Mount Sterling, KY
User Group Meetings 2015
Registration is now open for all BankTEL User Group meetings scheduled for 2015. At this time, we are negotiating with hotels at each location for reduced room rates. We would like to know how many attendees we should anticipate for each event. Please send your registration form in as soon as possible.
The four locations have been selected for 2015 and they are:
Napa Valley, CA Friday, March 13th
New York, NY Friday, June 5th
Louisville, KY Friday, September 25th
Clearwater Beach, FL Friday, November 20th
The fee for each attendee is $250 and financial institutions may send as many people as they would like. Prior to each event, BankTEL will host a Thursday night reception for all attendees. The reduced hotel rooms rates will be available for three days prior and three days post event, so plan on making a long weekend out of the trip.
If you have any questions, or would like to submit your registration, feel free to send Chad Thomas an email.
BankTEL listed on Deloitte 500
BankTEL Systems ranked 483rd on Deloitte’s Technology Fast 500™, a ranking of the 500 fastest growing technology, media, telecommunications, life sciences and clean technology companies in North America. BankTEL grew 143.8 percent during this period.
BankTEL’s chief executive officer, Boyce Adams, Sr., credits innovative software and exceptional service and support with the company’s near 144% revenue growth. He said, “We are honored to be recognized as one of the country’s fastest growing technology companies. Over our 22 years in business, we have seen steady revenue growth and have added clients both in the US and internationally. Our corporate philosophy remains focused on developing software that uses automation to increase efficiencies and reduce costs for financial institutions.”
“The companies ranked on the 2014 Deloitte Technology Fast 500 continue to set the bar for their industry higher each year,” said Eric Openshaw, vice chairman, Deloitte LLP and U.S. technology, media and telecommunications leader. “There are so many exciting products and smart thought leaders driving this list. We congratulate the Fast 500 companies and look forward to seeing them continue their momentum into 2015.”
“For 20 years, the Deloitte Fast 500 rankings have honored the innovation that is part of these companies’ DNA,” added Jim Atwell, national managing partner of the emerging growth company practice, Deloitte & Touche LLP. “We’re glad to be serving these high-growth companies, and helping the technology sector recognize the great strides and transformation these companies are making in their respective areas.”
Overall, 2014 Technology Fast 500™ companies achieved revenue growth ranging from 135 percent to 123,678 percent from 2009 to 2013, with an average growth of 1,640 percent.
About Deloitte’s 2014 Technology Fast 500™
Technology Fast 500, conducted by Deloitte LLP, provides a ranking of the fastest growing technology, media, telecommunications, life sciences and clean technology companies – both public and private – in North America. Technology Fast 500 award winners are selected based on percentage fiscal year revenue growth from 2009 to 2013.
In order to be eligible for Technology Fast 500 recognition, companies must own proprietary intellectual property or technology that is sold to customers in products that contribute to a majority of the company’s operating revenues. Companies must have base-year operating revenues of at least $50,000 USD or CD, and current-year operating revenues of at least $5 million USD or CD. Additionally, companies must be in business for a minimum of five years and be headquartered within North America.