Boys & Girls Club of Manhattan Gains Real-Time Budget Visibility With Tradogram's Procurement Software
See how Boys & Girls Club of Manhattan gained real-time budget visibility and simplified approvals with Tradogram's nonprofit procurement software.
Tradogram is proud to showcase the transformative impact of our procurement software through a compelling case study with the Boys & Girls Club of Manhattan. As a non-profit organization offering before and after-school, school-out, and summer childcare services, the Boys & Girls Club faced unique challenges in their traditional procurement processes.
The shift to Tradogram's innovative solution brought about significant improvements and streamlined their procurement operations.
Those challenges are common across the nonprofit sector, where every hour spent on paperwork is an hour not spent on mission-driven programs. Tradogram built nonprofit procurement software around budget visibility and grant-ready reporting for exactly that reason.
CHALLENGES FACED BY BOYS & GIRLS CLUB OF MANHATTAN USING TRADITIONAL PROCUREMENT PROCESSES:
In the realm of traditional procurement, the Boys & Girls Club grappled with an array of challenges. The cumbersome paperwork associated with supply requests, coupled with the complexities of obtaining necessary approvals, created inefficiencies.
Ensuring that purchases were pre-approved and aligning them with budget constraints posed continual hurdles. Tracking down receipts further compounded the administrative burden, making the entire procurement process laborious and time-consuming.
OBJECTIVES OF A PROCUREMENT SYSTEM:
Tradogram entered the scene with a clear set of objectives to address the Boys & Girls Club's procurement pain points. Our primary goal was to revolutionize the way they managed supply requests, approvals, and budget tracking. The introduction of a comprehensive procurement system aimed to bring transparency, efficiency, and control to their procurement processes.
Tradogram's solutions have been instrumental in our procurement processes, providing us with the invaluable ability to seamlessly track budget utilization and effortlessly upload receipts.
This level of transparency and efficiency has significantly enhanced our financial management and streamlined our workflow, making Tradogram an indispensable asset for our company.
RESULTING BENEFITS FROM IMPLEMENTING TRADOGRAM’S PROCUREMENT SYSTEM
The implementation of Tradogram's procurement system ushered in a new era of efficiency for the Boys & Girls Club. Staff members, perpetually in the dark about budget constraints during supply requests, now have real-time visibility into available funds. This empowerment extends to supervisors, who can seamlessly oversee budget allocations and approvals.
The system's ability to generate purchase orders swiftly and integrate with QuickBooks Online (QBO) streamlined the entire procurement lifecycle. Jacqueline Coggins, Director of Finance, notes significant time savings, simplified processes, and enhanced tracking capabilities for past purchases.
Supply Request Process
Supply requests ran through cumbersome paperwork with no unified process from request to purchase.
Supply requests are submitted and processed digitally, with a clear path from request through to purchase order.
Budget Visibility
Staff had no visibility into budget constraints when submitting supply requests, making it hard to confirm a purchase fit within available funds.
Staff and supervisors see real-time visibility into available funds before a request is even submitted.
Approvals
Obtaining approvals was a complex, ongoing hurdle, and confirming purchases were pre-approved took continual effort.
Supervisors oversee budget allocations and approvals directly in the system, simplifying the path from request to purchase.
Receipt Tracking
Tracking down receipts was a manual process that added to the administrative burden.
Receipts are uploaded directly into Tradogram, making budget utilization easy to track.
Purchase Orders and Accounting Integration
No streamlined way to generate purchase orders or connect purchasing records to accounting.
Purchase orders generate quickly and integrate directly with QuickBooks Online, giving Finance enhanced tracking of past purchases along with time savings.
CLOSING REMARKS FROM JACQUELINE
Tradogram has proven to be a game-changer for the Boys & Girls Club of Manhattan.
Tradogram not only addressed existing challenges but also introduced a level of transparency, efficiency, and ease that has significantly enhanced the Boys & Girls Club's procurement operations.
As a leading procurement software provider for non-profits, Tradogram continues to empower organizations with tailored solutions for streamlined and effective procurement management.
“Tradogram not only addressed existing challenges but also introduced a level of transparency, efficiency, and ease that has significantly enhanced the Boys & Girls Club's procurement operations.”
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