Henderson Group Cuts Approval Time from 2 Months to a Few Days
For over 120 years, the Henderson Group has grown into a diverse retail business and is one of the largest employers in Northern Ireland, with more than 4,000 employees. Today, the group comprises 4 independent entities: Henderson Wholesale, Henderson Retail, Henderson Foodservice, and Henderson Group Property. These entities not only supply SPAR and EUROSPAR stores but also develop in-house technology.
As a prominent player in the retail industry, they face many challenges and opportunities as they strive to meet customer demands and supply chain logistics. One particular challenge they faced was the long invoice approval processes that affected their overall operational efficiency. It not only delayed payments but also complicated their financial management, prompting a need for a streamlined solution that enhanced productivity and fostered stronger supplier relationships. To quicken the approval process and adopt an effective purchase order process, the team sought an AP automation solution that integrated well with their ERP software, Agresso.
Drowning in Invoice Delays
Gareth Crawford, the Finance Systems and Transformation Manager at Henderson Wholesale, leads a team of 5. Before implementing Lightyear, his team's biggest challenge was manually entering invoices into the system and sending them out for approval. Given the scale of Henderson Group’s operations across multiple departments, this manual multilayer approval process often created delays.
"A lot of the time-consuming part was waiting for approvals before we could pay invoices. Delays in the process meant we sometimes lost out on benefits like extra discounts by suppliers for paying on time."
Due to simple data entry errors and the absence of a purchase order workflow, the finance team has occasionally processed duplicate payments.
"We have processed an invoice twice before. Our ERP system didn't flag duplicates, and without a purchase order processing procedure, those errors went unnoticed." Gareth highlighted.
Aiming to implement an efficient PO system that streamlines their approval workflows, Henderson Group integrated Lightyear’s automated AP solution.
"Lightyear’s local presence in Belfast resonated with us, as Henderson is committed to supporting local communities. Of all the automation options we explored, we found Lightyear's interface to be more intuitive and simple to use.''
Lightyear’s local presence in Belfast resonated with us. Of all the automation options we explored, we found Lightyear's interface to be simpler to use.
Wholesa(i)ling Through The Approval Backlog
''Now, with Lightyear fully implemented in our food service department, the purchase order and invoice approval processes are much faster. We’ve seen a big improvement, and the team really praises how much smoother everything runs." explains Gareth.
Storing everything digitally within Lightyear allows the team to track documents and keep everything ready for timely payments.
"The integration with Agresso has worked very well. The invoice approvals automatically export into our Agresso templates, so once approved, everything is ready for payment when the due date arrives.''
With a proper purchase order process in place, the automated price checker automatically verifies whether the invoice price matches the agreed amount in POs.
"With the new system in place, we no longer face the issue of duplicate payments, which means we don’t have to chase suppliers for refunds or credit notes for overpayments."
Local Support, Lasting Impact
Gareth emphasised that this smooth transition and integration resulted from Lightyear’s support team. The Henderson team appreciated having local and hands-on support from Lightyear.
"We felt very involved and truly cared for by the Lightyear team throughout the onboarding process. Even after the implementation, their training sessions for all our departments and continuous communication with us have been the key to keeping everything on track."
Gareth further adds how the support team's ongoing communication and collaborative spirit have made working with the Lightyear team a very positive experience.
‘'The Lightyear team’s proactive approach in asking for our feedback on potential system improvements shows how committed Lightyear is to making things better for us.''
With Lightyear in place, we no longer face the issue of duplicate payments or overpayments.
Approval Times Cut from Months to Days
The wait time for approvals is drastically reduced for the Henderson Group finance team.
"Before, we could be waiting nearly 2 months for an invoice to be approved. Now, with Lightyear, what used to take months happens in a matter of days." says Gareth.
Quicker approvals have not only enabled the team to pay suppliers on time and secure additional stock discounts, but the time saved has also helped them focus on more valuable tasks.
"With Lightyear giving us more time, we can manage price queries, cleanse data, and keep the system tidy. We can focus on actuals rather than accruals."
When asked what advice Gareth would give someone looking at Lightyear for AP automation, he said:
''I think planning and communication are key to a smooth system implementation. Knowing your processes in advance makes a big difference. So, get organised, plan ahead, and don’t be afraid to ask for help."
See how AP automation can enhance your approval workflows.
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