Microcare Systems boosts cash flow with Zumzum Financials

Microcare Systems has achieved notable cost savings and operational efficiencies through the adoption of Zumzum Financials, an accounting solution integrated with the Salesforce platform. The implementation has enabled the company to streamline its financial operations and optimise cash flow.

The Managing Director of Microcare Systems, Henry Maclellan, explained that the company's prior reliance on the Pegasus "Opera" system, which was desktop-dependent and lacked web or mobile accessibility, led to inefficiencies. He remarked, "Previously, we managed our sales processes using Salesforce while relying on a separate system for invoicing and financial operations. Switching between systems was highly inefficient, requiring constant toggling between platforms and making it challenging to gain comprehensive visibility across our processes."

Maclellan highlighted the limitations of the previous system in detail, noting that it resulted in invoicing delays and cash flow constraints: "Previous systems made invoicing slower than it needed to be. We were doing the sales in Salesforce, and the invoicing was in a different system. Because they were not connected, we weren't aware of when jobs were ready to be invoiced. So, it was a manual process of having to check and ensure a job was finished before we could go back and create an invoice. Our invoicing was slower than it could have been, which meant that cash flow wasn't as good as it could have been. It could take too long to invoice things and collect the money."

In an effort to modernise and streamline operations, Microcare Systems transitioned to the Salesforce platform for all sales, service, and finance functions, starting its journey to the cloud. The company collaborated with Zumzum Financials to digitise sales, quoting, and opportunity management. They integrated e-signatures for efficiency and enhanced automation to generate sales orders and cases, optimising inventory management including van-stocked items for engineers.

Zumzum facilitated procurement by enabling the issuance of purchase orders to ensure warehouse readiness and meticulously recording supplier invoices, expenses, and sales invoices for comprehensive project profitability insights. All accounting and finance operations transitioned to Zumzum Financials, providing real-time access to vital financial metrics such as Profit and Loss statements.

Maclellan noted the impact of these changes on their financial operations: "Being able to see everything within the Salesforce screen automatically means that when a job is completed, we can easily raise an invoice for that job, send it out from inside Salesforce, and track the receivables within Salesforce. We also use it to send automatic reminders, so people pay faster, which helps with cash flow."

The integration has allowed Microcare to conduct its entire lead-to-cash process on the Salesforce platform. Maclellan mentioned, "As a small to medium-sized business, we found that other options in the market were prohibitively expensive and clunky. Choosing Zumzum Financials was an easy decision for us - it offered all the necessary features at an affordable price point, making it the perfect fit for our needs."

Maclellan expressed appreciation for the system's seamless integration and ease of use: "What I appreciate most about Zumzum Financials is its integration with Salesforce, all accessible on a single screen. It's incredibly intuitive and user-friendly, making tasks effortless to manage. I love the convenience of sending invoices directly from within Salesforce with just a click of a button. One standout feature is the ability to clone invoices and purchase invoices."

The improvements resulted in significant cost reductions for Microcare Systems by streamlining invoicing processes and eliminating the need for additional staff for financial tasks. "From a cost-reduction point of view, the ease of use for invoicing meant we no longer needed an extra person just to help with invoices, saving us money on staff costs. Raising invoices, sending them out, and handling monthly billing became much easier, further reducing staffing needs. The time savings were significant, as the system was much faster than what we previously used," Maclellan said.

Maclellan concluded with reflections on the overall impact: "We've seen a marked improvement in cash flow, getting money into the business faster. I would give Zumzum Financials a 10 out of 10 for its effectiveness and affordability."