Fidesic Accounts Payable For Multi-Entity

Rapid Growth & A Need for Scalable Accounts Payable for Microsoft Dynamics GP

Introduction

B2 Dental Solutions is a fast-growing dental management and practice development company. Operating under a franchising model, they provide services to MB2 members that allow dental practices to focus on their core mission of delivering care while spending less time focused on daily office management tasks.

MB2 provides back office assistance to dental offices, delivering the benefits of partnering with a larger organization while the individual practices maintain their independence.

Part of their service includes paying bills.

As they were growing, MB2 needed a way to process thousands of monthly accounts payable invoices without adding additional overhead.

They were using QuickBooks as their accounting solution and Bill.com for accounts payable.

“We found that QuickBooks will only go so far before we would break it, even with just 80 entities,” said MB2 Controller Sarah Sawyer. “Each entity was its own company and running a report across all of them, QuickBooks would frequently crash. With Bill.com, we had to go in and sync everything individually to each company instead of doing one large sync."

The company grew to 250 locations within a year and would eventually grow to 500+ within two years. To do that, their accounts payable department need to scale to and be able to process 30,000 vendor invoices a month.

Part 1:

Moving to Microsoft Dynamics GP and Binary Stream MEM

 ith frequent timeouts and constant frustrations associated with QuickBooks, MB2 began migrating to Microsoft Dynamics GP.

They knew they needed an AP solution that would work with seamlessly with their Great Plains solution. They were also implementing Binary Stream Multi-Entity management to simplify their entire centralized accounting process.

“We tried taking Bill.com over to GP but unfortunately, they wanted us to download 4 files per entity to upload into GP," said Sawyer. "At minimum, that would have been 400+ files to be downloaded a day. That was definitely not going to work for us.”

It quickly became clear to Sawyer and the Anchor Group that MB2 needed an AP automation solution built for Dynamics GP and they needed one that would support their Binary Stream MEM solution with seamless integration to both GP and MEM.

“Any extra work or manual data entry between these systems was a non-starter for us,” said Sawyer.

Part 2:

Finding the Right AP Solution

In addition to seamless integration to Dynamics GP and Binary Stream, MB2 had very specific needs for their AP solution.

Data Capture:

MB2 was struggling to find an invoice capture system that was able to meet their entity-based needs.

Location Based Approvals:

They also needed approval workflows that were able to route by location or entity

Pay Fulfillment:

They needed a pay fulfillment solution that could handle ACH and paper check and would pay from multiple bank accounts directly to vendors, with no 3rd party intermediary.

After comparing several solutions, Fidesic became the clear solution to meet all four of their most critical needs. Integration, Data Capture, Location Based Approval Workflows and Multi-Account Pay fulfillment.

“Fidesic and MEM have brought us into the 21st century. With MEM and Fidesic, it’s super fast,” said Sawyer. “The great thing about Binary Stream’s MEM is you can look at all your companies in one smart list, in one report. And then you can dig down into that if something doesn’t look right. Especially if I’m looking for an invoice that I know we’ve received but somehow wasn’t posted in the right entity, I can look across all entities and see where that invoice is. I can do a search.”