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Overview

Sadler’s Wells didn’t have an automated purchase invoice solution in place and as such recognised the need to adopt a better system that could handle their requirements. The performing arts charity now benefit from more streamlined business processes as a result of implementing iDocuments.

Streamlined key business processes

Reduced delays in payments

Easily integrate with other ERP or financial software

Objective

The team at Sadler’s Wells were after a system that would speed up internal processes and a responsive software partner who could offer the support and technical knowledge that they needed. 

Solutions 

iDocuments
Infor SunSystems support  
 

Organisation 

Sadler’s Wells is a world leader in contemporary dance. Presenting a vibrant year-round programme of dance of every kind - from tango to hip hop, ballet to flamenco, Bollywood to cutting-edge contemporary dance - the organisation brings the best of international and British dance to audiences via its three London theatres. Half a million people come to see a performance at Sadler’s Wells’ theatres each year and another 130,000 see productions at venues around the world. It is a thriving arts organisation and a registered UK charity.

A new software partner

As an existing Infor SunSystems user, Sadler’s Wells began the search for a new software support partner. Having reviewed three software partners, including their current partner at the time, Sapphire was deemed the ‘clear winner’. According to Ben Dart, Project Accountant, Sapphire’s impressive presentation gave him confidence the company could provide the support they needed. 

Since transferring software support to Sapphire, Ben noticed how much quicker responses to queries were. This in itself was saving a huge amount of time, as well as speeding up processes, because issues were resolved quickly. 

Implementation 

Relatively soon after transferring software partners, Ben and the team chose to implement iDocuments, with the intention to speed up internal approval processes, reduce payment delays and lower the number of supplier queries.

“We had a very thorough kick off meeting where we went through everything in detail.  We knew exactly what each party was doing. The supporting documentation Sapphire provided was great.”

Ben continued to share his thoughts on the success of the implementation: “It was highlighted to us from the beginning that testing was the most important part of the implementation.  We spent a lot of time testing and it has definitely paid dividends, we have not had many teething problems since go live.” 

Due to the success of the implementation, Ben mentioned that there was at no point any issues raised or doubts regarding the direction they had taken. 

Benefits 

Since using the system there has been a host of benefits. “So far iDocuments is delivering on everything we wanted. People within the organisation are really happy with it and how it works. We are more aware of where the invoices are, the approval process is a lot more streamlined, and we are already noticing there are a lot less paybacks,” Ben said. 

One of the other main functionalities of iDocuments is its ability to be rapidly implemented and integrated with other ERP or financial software. This, together with Sapphire’s project management, meant that the overall implementation was considered by Ben to be “very smooth, on time and on budget.”

Working with Sapphire 

Ben reflected that Sapphire’s support service has been excellent so far. “We have noticed a real difference moving to Sapphire from our previous software partner. It really helps us because we are confident that everything is working correctly and if we have a problem it is resolved quickly.”

When asked the key reasons for recommending Sapphire, he went on to say how impressed he was with the professionalism, speed of response and thoroughness of the project management. “Sapphire tick all the boxes for what you would want from a partner you work with.” 

Ben said he would be happy to provide a reference for any other company looking at implementing iDocuments themselves, or considering Sapphire as a software support partner. 

The Sadler’s Wells team now have plans to upgrade their version of Infor SunSystems and to see what other benefits they can gain from iDocuments. Ben offered the following advice to other companies considering a new expense management system, “take advantage of a system that streamlines your business and helps make you more effective. Work better and smarter.”

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