Trias, that's fighting for equal opportunities for over 50 years. “Whatever your name or origin, everyone has dreams and those dreams must be given a chance,” that's what this NGO stands for. With a team of 25 employees, they fight from Brussels against obstacles that block the self-development of entrepreneurial people.
For over 20 years, accounting at Trias was handled in a simple way with some limitations. Correctly executing repetitive tasks, streamlining the approval process, and gathering information from various branches – in short, many opportunities for human error. (Fortunately, they could always count on good employees.) Despite strong internal collaboration, the accounting system was overdue for an upgrade. Growth meant more work, but with the same team. So, it was urgently time for a solution. Did someone say digital transformation? Scapta to the rescue!
But hundreds of colleagues are also fighting overseas. In this global network of agri-agencies, called Agricord, Trias helps hundreds of farmer organizations in more than 50 countries and across 3 continents. Thanks to the immense support of numerous generous donors, they have eleven million euros available to build the dreams and talents of underprivileged farmers.
STOP WASTING TIME AND INACCURACIES
Supporting farmers is top priority. That's where Trias wants to invest. All the more reason to get internal affairs in order and optimize. Efficiency is key at Trias. Manually entering invoices, budget management in Excel, and consolidation from multiple source systems therefore had to be relegated to the past forever. Time to build a global overview and effective follow-up. In short, time for one central, digital system. They found the ideal IT partner in Scapta. And so the story begins…
WORLDWIDE REALIZATION
3, 2, 1, go! And they got started at Trias’ head office in Brussels. “Together with IT specialists, we looked at various digitalization and automation possibilities for our financial service. Microsoft Dynamics” financial management system met our requirements and was implemented. Furthermore, we took it a step further and also opted for a BI system, as a solution for our internal and external reporting needs. For this, we called on Jet Analytics and Power BI," says Eric Vanderwegen, Head of Quality & Resources Department. Together, we therefore opted for a comprehensive financial management system that strengthens, digitizes, and future-proofs the finance department.
We proceeded step by step, always in consultation with the local financial experts. The result was the automation and digitalization of:
• Purchase invoices with Document Capture
• approval processes via the Web Approval Portal
• bank transactions and gift registration
• tax forms 281.50 and 281.71
• budgets and reporting
Consolidation and reporting
“Our finance department can now always rely on detailed budget tracking, saving them a huge amount of time.”
Eric Vanderwegen, Head of Quality & Resources Department
However, the finish line for this project was not in Brussels but overseas. The offices in countries including Burkina Faso, Central America, Ecuador, Guinea, Peru, the Philippines, Congo, South Africa, Tanzania, and Uganda were also handled by our consultants. The same financial management system was rolled out there remotely. Moreover, adoption and training were managed effectively through online coaching.