Case studies

www.bobbysfoods.co.uk

Founded over 35 years ago Bobby’s Foods PLC have grown from a single van delivering to local shops in Bromsgrove and the surrounding county of Worcestershire to a UK wide operation working out of 11 regional depots and servicing 18,000 shops/stores, selling a wide range of snacks, confectionary and cakes.

Executive Summary

Bobby's needed central visibility of their national operation, as the multiple and remote sites meant they were running the business inefficiently, with disjointed processes. Bobby’s recognised the need to have integrated Finance and van sales system allowing them to link the sites together, co-ordinate stock, as well as support the operational van-sales drivers whilst interacting with customers. Using Sage and Innov8's innvan tablet app, this enabled the business to unlock further potential.

The Implementation

The solution needed to be comprehensive and incorporated into their accounts system (Sage 50 initially and latterly Sage 200). Leverging the power of Sage and Innov8’s Sage Addition: innvan - this has enabled them to do exactly that.

Sage powers the financials and the more industry specfic functionality - linking to the mobile tablet app, is picked up by innvan. The level to which Sage and innvan is used within the business, makes it core to the business operations now, with several additional aspects of personalistion having also been developed within innvan for Bobby's.

Results

• Regional depot stock and van stock centrally visible
• National sales quickly and accurately reported
• Use of integrated industry specfic software operational, alongside the power of Sage Financials
• Customer orders flexibily and fully managed - previously not possible

"Having worked with Innov8 for many years, we know them extremely well both professionally and personally and they are excellent at what they do. Sage & Innvan was just the beginning, each and every subsequent purchase we have made, including all the handset hardware and several refreshes, we have been satisfied with - it has helped us grow and manage the business" Finance Manager, Bobby's Foods

https://www.transtools.co.uk/

The Beck Group (Transtools.co.uk) based in Hunmanby near Scarborough was established in 2002 and initially were an engineering company that had a small power tool shop servicing the local area. However, they were quick to recognise the power of the internet and over several few years, have seen their web-based business: Transtools, grow dramatically.

Executive Summary

With the company experiencing significant growth, it became apparent that its existing Sage Line 50 solution was no longer adequate to meet the increasing demands of the business. Additionally what was required, was to address the challenge of an ever-increasing number of orders requiring despatch. Migrating to Sage 200 was the chosen solution and Transtools quickly realised their return on investment, being able to scale, flex and grow with a strong business management system behind them.

Solution Challenges

• Account for transactions across different business operations
• Manage a higher volume of financial transactions
• Efficiently manage sales order processing - on scale
• Report effectively on business data
• Integrate seamlessly with online marketplaces such as Amazon and eBay

“Often after the hundreds of weekend orders had been manually entered, it often took seven members of staff including three Directors to clear the backlog and often we would not achieve this until midday Tuesday!” Tracy Callaghan, Company Secretary

The Implementation

Stage one of the operation was to migrate their existing financial data from Sage 50 to Sage 200 Financials. This ensured that historical data was in situ and moving forward the 3-tier nominal structure would support more detailed reporting across multiple business operations. 

Once this was achieved, the project then turned its attention to the high and increasing volume of orders to be despatched. Innov8's as warehouse management specialist's meant that understanding and tackling this challenge was swiftly dealt with - enabling hand-held barcode driven despatching for the warehouse team - automating steps of the process and removing paper, increasing efficiency.

The final element of the implementation was deploying the innport module to sync and auto-populate their website with stock data and in turn automatically pull orders placed online, back into Sage 200.

Results

Most of the business benefits achieved are around saving time, efficiency and generating more accuracy.

Specifically, the order processing has improved dramatically, with now only half the amount of staff required to process orders. Weekend orders are now cleared before 10.00 on a Monday morning and throughout the rest of the week, the majority of orders are despatched same day, by 3 warehouse staff.

Key Solution Features

• Sage 200 Financials & Commercials modules, fully integrated as the business' back-office management system
• Fast reporting on business data, helping inform key decision making
• Increased efficiency in processing orders
• Online data sync, further supporting SOP (sales order processing)
• A stable technology-led platform for further business growth

“The new software-based around our Sage 200 solution has revolutionised our business and the results have been fantastic.” Tracy Callaghan, Company Secretary

www.yorksurvey.co.uk

York Survey Supply Centre has over thirty-five years experience and is the leading manufacturer and supplier of quality survey equipment, markers and accessories in the UK. As a mail order company supplying the surveying and construction industry with a unique range of over 6,000 products all manufactured to the highest quality, YSSC pride themselves on using technology and IT to maintain their famously high standards of after-sale care.

Executive Summary

After rapid growth, YSSC found that their existing finance application could no longer cope with the demands being placed upon it. After in-depth research and review of the market, YSSC concluded that Sage 200 would provide them the ideal solution. It would provide them the basis for growth, increased business insight and allow them to continue to provide high levels of customer service.

Solution Challenges

• Account for and manage a higher volume of financial transactions
• Integrate debit/credit card payment acceptance
• Efficiently manage sales order processing (SOP) - on scale
• Report effectively on business data

“With over 6,000 products and the need for same day order dispatch we looked at various solutions. Only Sage 200 covered all our target areas and provided a solution which would grow with the company and meet our future demands.” Stuart Rawlings, Managing Director

 

The Implementation

Through implementing Sage 200 Financials and Commerical, YSSC have been able to realise key business benefits and overcome several challenges, by taking a connected approach to their back-office solution. 

From within Sage 200 they can process payments, direct to the sales order, and in turn use the SOP workflow to then quickly despatch items.

Through the reporting suite, all the business accounts are produced, as well as key reports such as sales transactions on profitability and stock availability, ensuring supplies are frequently replenished - at the right price. 

Results

YSSC have been able to streamline their working processes to enable a smoother, more efficient workflow. This not only has saved time but has also made things more accurate within the ultimate goal of maintaining customer service, whilst the business grows.

The card processing system allows payments to be taken over the phone, and processed at a user's desk - no longer having to take details, walk to a central PDQ machine to process the payment.

Finally, the stock accuracy has been ensured too, using Sage 200 to manage this.

Key Solution Features

• Sage 200 Financials & Commercials modules, fully integrated as the business' back-office management system
• Fast reporting on business data, helping inform key decision making
• Increased efficiency in processing orders
• Card payment acceptance, linked to SOP (sales order processing)
• A stable technology-led platform for further business growth

www.rubax.co.uk

Rubax Lifts are one of the UK’s largest independent lift companies providing lift engineering services and solutions nationwide since 1980. Operating from a number of offices around the UK, they have the expertise to offer the products and services that can be tailored to meet client needs. Rubax engineers throughout the UK, are ready to respond 24/7 - 365.

Executive Summary

Rubax Lifts as a well established business, looking to go on and compete with bigger businesses needed to face their business data-related challenges head-on. By integrating their separate business systems, they would become more responsive and communicative to customers, save time on reporting and have a stable business system to grow with them. Find out how Innov8 helped them with this...

Solution Challenges

To allow the company to compete effectively, Rubax Lifts identified open communication and transparency on service delivery as an important customer requirement they wished to improve.

Additionally being able to report more effectively was key. As this would:

• Integrate the front and back-office systems (Sage 200)
• Replace static reports and spreadsheets, which were being used to log engineers’ time
• Allow Rubax to easily share certain data with customers
• Ensure data was in real-time
• Make report creation a less manual task
• Identify trend data
• Share data remotely with their Field Service Team
• Allow customers to directly access data through a portal

In terms of the reporting/analytic tools, affordability was a major consideration, as many analytics and BI tools are commonly seen as being unaffordable. Having undertaken a review of the requirements, Panintelligence alongside their Sage 200 system was seen as a great fit.

The Implementation

Panintelligence dashboards connect multiple databases together, allowing Rubax Lifts to report on various data sources simultaneously and display that data in real time, on desktop and mobile devices. By taking the front-office system database and their Sage 200 back-office system data, immediately with Panintelligence, several of their data challenges were overcome.

Then with user access rights in place to control which users can access what data, their customers could access the granted data-set, taking customer service transparency to a new level.

Results

• Customers could self-serve information, presented in highly visual formats
• Dashboards eliminated the need for creating Excel reports
• Data availability made insights immediately actionable
• Users could interrogate data easily via the dashboard’s drill-down feature
• Panintelligence was an affordable solution for Rubax Lifts, with a strong ROI
• Trended data meant that capital expenditure could be predicted and forecasted
• Data was in real-time and was therefore always up to date
• Panintelligence Dashboards allowed for exception reporting
• Users could log on and see how their assets were performing

Rubax Lifts increased customer satisfaction by offering their customers greater transparency and allowing them access to real-time data on the go. The dashboards are now used in meetings and are commonplace in the information exchange between Rubax and their customers, improving communication and eliminating delays associated with previous manual reporting methods.

“The dashboards give us a tool which we can share with customers to increase transparency and trust, as well as demonstrate service levels. This allowed us to compete with much bigger players. Panintelligence with Sage also was a very cost-effective solution.” Gareth Jones, Financial Controller

www.onlinehomeshop.com

ONS, previously known as PinMill are a UK-based textile importer and distributor. Established in 1952, they abandoned manufacturing in the 1970s and began importing textiles, mainly bed linen, from Portugal. Today they supply curtains, towels and other home textiles, imported from all over the world - priding themselves on quality and service.

Executive Summary

Having used Sage 200 for many years albeit manually, a change was needed in order to improve the processing of stock more efficiently. Innov8’s innware solution was chosen which enabled efficiencies within 3 months. Since then many other business benefits have been realised too.

Solution Challenges

• Slow manual processes
• Failed implementation of a competitive Sage- WMS add-on
• Delays to having the correct information within Sage
• Stock errors
• High volume of stock movements

"We were using a competitive Sage-WMS add-on but it wasn’t easy to use and was never implemented properly so operatives found it easier to continue with manual processing” Moshe Cohen, Operations Director 

The Implementation

The OHS innware solution was implemented over a period of 3 months end-to-end. Whilst Sage 200 was already in situ as an established platform, the business had to also undergo the innware setup and integration. This meant making changes to their business processes, in order to maximise the use of real-time handset technology. This refined the goods-in, picking and packing process, improving the business’s performance.

Results

• Real-time warehouse information
• Accurate stock levels and stock locations
• Increased productivity via workflow optimised handsets
• Faster order fulfilment via efficient picking routes
• Improved forklift stock movements

ROI

• Increased picks per operative by 25% per hour
• Improved stock accuracy reduced total stock holdings by £300,000
• Electronic processing reduced the requirement to print.
• Estimated print savings of £200 per month

Further growth of the business is supported by the innware solution. It has enabled an increased capacity of staff and facilities without having to significantly increase costs

Key Solution Features

• Real-time handsets with barcode scanning
• Multiple stock locations
• Mixed stock bins/pallet locations
• Optimised pick routes
• Piece picking
• Perpetual stock-take
• Fully supported implementation and on-boarding
• On-going solution support

"Innware has provided us with multiple efficiency improvements, as well as enhanced stock control and visibility of our overall stock position." Moshe Cohen, Operations Director 

www.mctbrattberg.com

MCT Brattberg endeavours to protect people and property through the design, development and manufacture of high-performance cable and pipe transits. Operating in high-risk environments and helping minimize danger by preventing the spread of fire, water, gas, chemicals and other hazardous substances. Ensuring their IT systems are secure is fundamental to their business operations.

Executive Summary

Having been supported by Innov8 for their IT operations for several years, MCT Brattberg identified that alongside their ISO standards, they’d like to strive for the Cyber Essential accreditation. This would enable them to have complete IT security peace-of-mind, as well as remain competitive in the market-place, helping support future business tender opportunities.

Solution Challenges

• Identifying the requirements for accreditation
• Solution implementation and check-listing
• On-going support, monitoring and reporting for continued compliance

“Adopting a certified secure IT infrastructure became a requirement of our blue chip customers, engaging with Innov8 enabled us to achieve Cyber Essentials accreditation." Mark Elliott, Managing Director

 

Identifying Requirements

• Multi-Factor Authentication
• Authorised corporate applications
• Device encryption policy
• Endpoint updates and patching
• Mobile device management
• Trusted device & 3rd party app’s
• Endpoint protection
• Security administration & policies

Check-listing

Having identified a number of areas in which MCT Brattberg needed to address, in order to check-off the requirements for Cyber Essentials, the first step was to check-off any outstanding requirements.

This ranged from implementation of Microsoft Defender for Endpoint, through to M365 Business Premium’s Intune for MDM. Even some tasks were as simple as using Microsoft 365 and enabling MFA or identifying patches and updates.

Once the check-listing actions were complete, assistance was provided to MCT Brattberg to complete the Cyber Essentials certification questions.

On-going Support

To ensure on-going compliance with Cyber Essentials, MCT Brattberg receive on-going audit for the certification, with regular monitoring, updates/patching & IT administration.

The cloud solution stack provided by Innov8 & Microsoft 365, helps support MCT Brattberg.

“With Innov8’s help and guidance, leveraging Microsoft 365 and other technology, the Cyber Essentials accreditation has been great for our business profile and IT security." Mark Elliott, Managing Director 

 

www.odema.co.uk

Established for over 15 years, Odema are specialists in providing I.T. solutions for retail, quick-service restaurants, hospitality and more. Whilst they supply, maintain and support the systems they install, they are more than just a provider of hardware. Their ability to solve problems through innovation has seen them establish relationships with a range of wellknown high-street clients, working as an extension of their teams.

Executive Summary

Having used Sage for several years alongside other business systems, the potential to exploit their Sage solution via a holistic approach was apparent but not easy to achieve. Using additional products alongside Sage would enable them to consolidate processes, improve efficiencies, generate savings and increase visibility – both financially and operationally.

Solution Challenges

• Multiple systems and processes to deduplicate and replace
• Manage Engineers & jobs including scheduling, job stock and job profitability
• Business growth / future-proofing
• Rigorous testing required

"Our old systems were disjointed. We had multiple solutions that required lots of manual intervention to get the job completed." Ben Coates, Finance Manager

 

The Implementation

The Odema solution required a holistic and consultative approach from the outset. Whilst some functionality could be replicated within Sage200, aspects such as managing installations and service jobs meant that the solution was tailored using established ‘off-the-shelf’ Sage additions from Sicon. These are native to Sage and provide the necessary tools to consolidate systems into one and benefit from the improved efficiencies and functionality. The project was implemented in phases, each phase fully tested prior to go-live.

Results

• Single consolidated system for all business functions
• Improved visibility of job status
• Unified management of engineer schedules
• Enhanced management of job and component stock
• Strong platform for growth of business operations

The Future

Having established a strong growth platform via their Sage 200 and subsequently additions solution. Odema have simplified processes and enabled the business to merge operational and financial data, giving an improved outlook. They plan to continue exploring consolidation efforts across the business, for example tackling the admin and HR functions. Whilst also looking at incorporating checklist functionality within the Service Manager Mobile App.

Key Solution Features

• Operational processes integrated with the Purchase ledger, SOP, POP & Stock
• Service job management with time recording (and Scheduling)
• Stock Kitting to create parts lists of products that are sold. This uses standard stock items, that then are allocated and issued to produce a finished product
• Support Helpdesk ticketing system to enhance customer service
• Fully supported implementation and on-boarding
• On-going solution support

"We now have a merged and consolidated system which has opened up new insights as well as simplified the way we work. Not to mention the efficiencies we now achieve." Ben Coates, Finance Manager

 

www.cassellie.co.uk

Cassellie is a UK-based distributor specialising in bathroom fittings and design. Their mission to ‘combine the best quality design with affordability' for all products leads to beautiful solutions for their customers. Cassellie imports from all around the world to distribute hundreds of products in the UK, helping them with this process is Innov8's innware solution integrated with Sage 200.

Executive Summary

Cassellie have been a customer with Innov8 since 2013, having previously managed their business using Sage 50. They initially migrated to Sage 200 as a platform for growth, starting out with just a 5 user Financials and Commercials system. Today they have over 60 Sage users, plus numerous additions they have bolted-on to their Sage 200 solution, including Innov8’s warehouse management solution – innware.

Having invested in their business IT, they have automated and digitised much of their processing which has led to increased efficiency across the business, which in turn has also supported business growth.

Solution Challenges

• Slow manual processes
• Human-error liabilities
• User adoption and change management
• Agency staff utilisation
• Staff skill allocation

Cassellie as an existing Sage 50 customer, with growing pains were seeking a better way to operate. Having embraced the use of Sage 200 as a growth platform, they were still seeking ways in which to improve their operation, which meant utilising the rich eco-system of addition products that Sage 200 offers.

One area of focus was the warehouse operation that desperately required attention. Cassellie were using a growing number of agency staff to supplement the increase in demand to fulfil orders timely. This not only added a significant cost to fulfilment, but enabling agency staff to pick accurately yet fast was challenging – often this was supplemented by non-warehouse workers having to do the picking (as they had stock location knowledge) and the agency staff simply assembling orders at goods-out.

The Implementation

As Sage Warehouse specialists we quickly identified multiple ways in which our warehouse solution innware could improve site efficiency, whilst also helping Cassellie with picking capacity, stock control, reporting and more.

Coupling their existing Sage solution with innware allowed Cassellie to rapidly increase their technical capabilities and as a result, their site capacity. Now, with over 100 users on Sage and/or innware, Cassellie’s operation spans across two sites and diversifying stock further has enabled them to scale at much lower costs.

The innware implementation process is a fully managed project, with assistance including RF site surveys, handset provision, software set-up and go-live support.

Results

• Fully-digitised process capabilities
• Lower staff costs
• Diversified stock capabilities
• Agency staff effectively utilised
• Pick rates increased
• Print & archiving handled automatically
• Human-error minimised

The stand-out business results were a 50% increase in daily pick-rates and a 300% turnover increase in the three years following implementation.

The Future

With the technical requirements in place to win larger contracts, Cassellie are set on increasing efficiency across their second site to ensure maximum capacity. Investment and a commitment to IT is revolutionising Cassellie’s operations.

www.primeast.com

Primeast are business management consultancy practitioners, partnering with organisations to help meet the challenges of today’s world. They work to create outstanding places to work, which balance the delivery of results with the creation of personal success. Their client portfolio speaks for itself – some of the world’s most notable organisations have trusted them over many years.

Executive Summary

As established Sage 200 users, Primeast undertook an upgrade to leverage some of the Sage 200 software’s new features, mainly to improve reporting and remove duplication. Following the solution consultancy, upgrade and subsequent system changes, they not only improved business processes and insight but also won the Most Innovative Integration Award at Administrate Lite 2019.

Solution Challenges

• Information in multiple systems, lacking integration
• Complex nominal structure for reporting
• No way to account for projects

"We use a 3rd party system to manage our training courses and consultancy. This meant we were duplicating work for the reporting and accounts." Sue Walsh, Head of Business Operations

The Implementation

The integration element of the project was completed alongside Administrate – a training and learning management solution. During the upgrade it became apparent that the nominal ledger could also be simplified by introducing Project Accounting.

Further system changes were implemented including an import routine that takes expense transactions, updates the supplier balances, processes the nominal ledger transactions, before creating draft customer billings. This then updates the Project Accounting module. The whole process automates and provides more holistic business insight.

Results

• Integration of 3 business systems, Sage, Administrate & Concur
• Removal of duplicate input tasks More accurate data in all systems
• Streamlined business processes supported by technology
• Redundant nominal codes hidden for improved reporting structure

The Future

Following end-user feedback, further investment and streamlining of the Project Accounting processes is planned for billing procedures.

Key Solution Features

• Sage 200cloud Financials, Commercials, Project Accounting and Business Intelligence Modules
• Multiple 3^rd party integrations
• Use of Webhooks and API to provide a bespoke interface
• Optimised nominal codes and structure for improved reporting
• Fully supported implementation and on-boarding
• On-going solution support

"Our upgraded Sage 200 solution has enabled better reporting and insight into our business whilst saving us time and the associated cost in the process.” Sue Walsh, Head of Business Operations

www.unitedcarpetsandbeds.com

United Carpets & Beds is the largest independent retailer of carpets, flooring and beds with 60 stores across the UK. They operate via a network of franchise and corporate-owned stores, as well as online. Having been family owned and run until its public offering in 2005, United Carpets and Beds still - today has lost none of those family business values.

Executive Summary

As a long-standing Innov8 customer using Sage 200, United Carpets & Beds were seeking ways to increase efficiencies with their Finance workflows. Mainly looking to make information more readily available, reduce administration overheads and a desire for paperless document management. Following consultancy from Innov8, Spindle Document Management with invoice recognition was implemented, which enables them to distribute outbound documents digitally and efficiently, whilst automating many workflow processes. This includes the automated capture of incoming documents, for instant access in Sage 200.

Solution Challenges

• Both on-site & off-site storage of paper documents
• Silos of information
• Administrative heavy processes
• No way to access multiple formats of documents

"We no longer waste time digging around for invoices as we always have all the information we need to hand. It has brought our business into this century, saved us valuable time and has been an all-round massive help." Simon Sherwin, Management Accountant - United Carpets & Beds

The Implementation

As existing Sage 200 customers, the process to implement Spindle Document Management (SDM) as a Sage Addition solution was straightforward - it was only a matter of weeks from making the decision to go ahead with SDM through to planning the project and go-live activation. United Carpets & Beds took the approach to draw a line in the sand and immediately embrace the inputting of documents into their Sage 200 system.

Results

• Readily available, centralised and digitised documents, from multiple formats
• Paperless documents accessed direct in Sage 200
• Time & resources saved
• Streamlined business processes supported by automation technology

The Future

United Carpets & Beds are now actively looking at other ways to embrace technology within their Finance processes to further improve efficiencies, such as approvals and expenses.

Key Solution Features

• Sage 200 Financials & Spindle Document Management
• Including Spindle Distribution, Capture & Purchase Invoice Recognition
• Fully supported implementation and on-boarding
• On-going solution support

"We have streamlined all our processes and business efficiencies, bringing all documents together in one place.” Simon Sherwin, Management Accountant - United Carpets & Beds