Tallyhawk for Brightmoor Supply

Tallyhawk makes invoice handling automatic. This session is prepared for Brightmoor Supply and uses Brightmoor’s own numbers from our discovery calls. We will look at what manual invoice handling costs today, how Tallyhawk takes it away, what other companies have seen, and a plan that could have all five of your entities live by December 15.

This is how Brightmoor’s accounts payable manager described the process on our first call: every quarter-end the team hires two temporary workers just to keep up, and the temps have effectively become the system. It is a common pattern. Invoice volume swings, the process is manual, and people absorb the swings.

Take any hundred of Brightmoor’s invoices. Twenty-two of them need rework: they are returned to the supplier, re-keyed or sent back for another approval. The other seventy-eight go through cleanly. Presenters can switch the view to the rate seen in the Corwin Packaging pilot, where only six in a hundred needed rework.

Brightmoor estimates that handling one invoice costs about $12 all in. Keying and coding is $5, chasing approvals is $4, rework is $2 and late fees and missed early-pay discounts add $1. With 6,200 invoices a month, that comes to about $893K a year, and a new invoice arrives roughly every seven minutes around the clock.

Tallyhawk runs a loop on every invoice. It reads the invoice from email, EDI or a supplier portal. It matches the purchase order and chooses the ledger account. It routes only the exceptions to the right approver. And it learns, because every correction trains the next match. In the Corwin Packaging pilot, 72% of invoices needed no human touch at all.

Corwin Packaging, a distributor of a similar size, ran Tallyhawk in a pilot. Invoice-to-payment time fell from 9.5 days to 3.4 days, a 64% reduction, and 72% of invoices needed no human touch. Corwin’s COO, Tomás Reyes, says they stopped hiring quarter-end temps and haven’t paid a supplier late since.

Today, invoices are keyed by hand from PDFs and email, approvals are chased by phone and spreadsheet, temps are hired every quarter-end, and late fees and missed early-pay discounts leak money. With Tallyhawk, invoices are read and coded on arrival, approvers get a nudge and then an escalation, the team works only exceptions, and payments go out on the discount date.

At Brightmoor’s volume, Tallyhawk saves $8 on each of 6,200 invoices a month, which is $49,600 a month or $595K a year. Year one costs $162K: a $144,000 subscription plus $18,000 of onboarding. The circles are drawn to scale, and the year-one cost is 27% of the annual savings. Year one pays back in about 3.3 months.

Here is a plan that works backwards from December 15. Today we agree the numbers. A contract signed on October 27 starts onboarding. By November 10 the security review is done and the ERP connector is live in test. On November 24 two of your five entities run a pilot with real invoices side by side. By December 15 all five entities are live, with no year-end temps.