Case study

RDO Equipment

Discover how Ellby helped RDO Equipment achieve instant access to supplier documents and reduce their cash flow process from a month to just two days.

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Taking cashflow from a month to 2 days

Ellby's workflow automation and document management solution provides transparency plus instant access to supplier documents, shortening what was a monthly cash flow process down to two days.

We aimed to make significant changes by:

Implement a central billing location to manage over 10,000 monthly invoices, enhancing transparency and efficiency.

Integrating with the ERP system to eliminate the need for manually transferring invoices, resulting in a 90% reduction in the order to approval process time.

Reducing labour costs and eliminating missing and duplicate invoices.

About RDO

A driving force behind creating new jobs, boosting the economy and encouraging innovation, agriculture is central to the Australian economy. Farmers make vital economic and environmental contributions and are at the forefront of pioneering technology and practices.

Leaders in the agricultural sector, RDO Equipment has created ongoing partnerships with some of the nation’s most productive farmers plus trusted suppliers like John Deere, HINO, Toyota, Manitou and Howard. To support these partnerships, RDO wanted to improve the management of supplier documentation, including centralising and adding visibility to the cash flow process.

The Challenge

In 2014, RDO began searching for a centralised workflow and document management solution to help with accounts payable (AP) processing. They identified several priorities, including consistent processes, transparency and easy access to documents from any location.

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Dispersed workforce

Managing employees spread across 29 locations, leading to communication and process inefficiencies.

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Inefficient processes

Outdated systems and manual workflows caused delays and errors in invoice processing.

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Impending ERP overhaul

Preparing for a major update to the ERP system, requiring seamless integration and minimal disruption.

Why RDO chose Ellby

Our Experience

RDO’s search led them to Ellby. Recommended by an allied US-based equipment organisation, Ellby was quickly identified as the team that could deliver a successful solution against tight timeframes.

Guaranteed success

Experienced in providing a range of AP, document management and workflow efficiencies, Ellby laid out a comprehensive, well-planned implementation strategy. This proved crucial in helping RDO develop the required solutions to address their challenges.

What we did

Ellby worked with RDO to streamline their business processes and map how the information would integrate with their ERP system. This eliminated the need to transfer invoices, introduced a consistent process and enabled instant access to all documentation.

Discovery

Identified inefficiencies in managing dispersed workforce and invoice processing, highlighting the need for a centralised billing system.

Implementation

Partnered with Ellby to streamline processes, integrating with ERP and centralising invoice handling effectively.

Results

Reduced invoice approval time by 90%, saving $80,000 annually, and improving supplier relationships and customer service.

Review

Continuous evaluation ensured seamless integration, highlighting significant efficiency gains and positive feedback from stakeholders.

Success!

Ellby’s workflow automation and document management solution gives transparency and immediate access to supplier documents.

Unnecessary bottlenecks have been removed, allowing invoices to be paid on time, reducing the order to approval process by 90%.

Following implementation, RDO has achieved annual cost savings of over $80,000. These savings can be attributed to reduced labour costs, access to previously inaccessible discounts, lower document storage costs and decreased stationery and postage costs.

90%

Time reduction in the order to invoice approval process

$80k

Annual savings across the whole business

"Where once we only had a monthly solution for supplier processing, that process has been cut down to a two to three-day cycle."

Jason Jones

Chief Commercial Officer

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