Active Users Across the School
Saved Processing Every Order
Audited Compliance Rate Across PO Exceptions
Brisbane Grammar School has been a leader in the education of boys since the school’s foundation in 1868. They are celebrated for their seamless fusion of tradition and innovation, creating a vibrant, engaging learning environment that resonates with its students and the broader community.
The school endeavours to educate boys within an innovative learning culture that nurtures their intellectual, physical, and emotional wellbeing to become global citizens who contribute to their communities.
Brisbane Grammar School encountered a variety of legacy challenges in their accounts payable processes, which faced further challenges in a COVID environment that demanded digital flexibility. These challenges were primarily a result of the reliance on legacy systems and manual procedures for handling invoices and financial records, leading to risk of error and significant staff effort to reconcile information accurately. Moreover, distributing financial responsibilities to other staff and departments became problematic due to these manual invoicing and approval limitations, hindering collaboration and transparency.
Recognising the importance of tackling these challenges promptly, Brisbane Grammar School proactively sought to embed a comprehensive solution that would meet the needs of the Finance team, the broader staff community, audit and compliance requirements and valuable suppliers. The introduction of Alii not only addressed these concerns but also positioned Brisbane Grammar School for a more efficient and innovative financial future.
Brisbane Grammar School embarked on a transformative journey with Alii to modernise its financial processes and tackle their accounts payable challenges. The aim was to eliminate manual processing and paper-based systems to streamline operations and empower staff to take greater distributed ownership for purchasing and budgets.
Following a robust market test, Alii quickly emerged as a key partner in elevating Brisbane Grammar School’s invoice and auditing procedures, as part of the Finance team’s Modernisation plan. Accurately forecasting and managing budgets has become more seamless, thanks to the visibility provided through Alii's reporting tools. In the first year of utilising Alii across all departments, BGS has increased the compliance rate on purchase orders to 100% with zero audited exceptions. This increase has positively impacted many areas of the organisation, resulting in pipeline management for the Finance team, renewed confidence from the Board around process risk in purchasing, and greater transparency for budget owners and purchasing support staff.
With Alii, Brisbane Grammar School can now independently process 800+ monthly invoices more efficiently than ever before. The finance team have reported that within one year of using Alii, they have measured a time saving of 20 minutes per order.
Alii offered a user-friendly and familiar interface for BGS staff to readily adapt to the new system and a seamless, one-day integration with their existing school management system. Moreover, Alii streamlined the auditing and data capture processes, aligning perfectly with Brisbane Grammar School’s digital aspirations for the future.
Enhanced financial oversight: Through the strategic use of Alii's powerful reporting tools, Brisbane Grammar School has markedly bolstered their ability to manage their expenditure, allowing greater automated control over financial data, transactions and processes.
Streamlined Administration: Embedding Alii offers a seamless system of backups and contingencies within Finance due to its user-friendliness, reducing key-person dependencies. Alii promotes reduced manual administrative workloads, allowing finance and admin staff to concentrate on more valuable tasks.
Greater efficiency: With Alii's digital accounts payable solution, Brisbane Grammar School has significantly increased the efficiency of their financial and administrative operations. This streamlined process allows quicker decision-making, reduced errors, and more deliberate resource allocation.
Enhanced auditing: Through the inbuilt audit trail and seamless linkage of invoices and purchase orders, coupled with direct integration with the existing school management system, Brisbane Grammar School ensures that every financial transaction is traceable and accountable, promoting transparency and financial stewardship.
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