Company Profile

Ops Technology, a Real Page Company, (leader in Multifamily property management software) offers solutions that deliver spend management savings to the Real Estate industry by streamlining the procurement, purchasing, and payables functions in a secure web-based environment
Founded in 1999, the company was acquired by Real Page Inc. in October 2008
On-demand platform that integrates suppliers, vendors, and property communities to provide paperless purchase order, invoice, and document management
Client base with over 20,000 apartment communities across the United Sates

Business Situation

Ops Technology started a software/service in-house with its initial set of customers which allowed them to define processes and establish the viability of the business. From there, they knew that they wanted to find a partner that could perform the work that met their specific needs:

Provide a high level of service and accuracy for a good price;
Find an organization that was easy to work with, flexible, and highly process oriented;
Work with a partner that was able to scale quickly.

A key service offering, Ops Invoice, was focused on paperless invoice processing. Vendors and suppliers are able to send invoices and related documents to Ops’ central processing center where invoices are scanned into an online system and invoice line-item details are extracted. Within 24 hours, the data is routed to Ops Buyer spend management solution.

In order to reduce costs, maintain 24 hour turn-around-time, and perform quality data entry services, Ops Technology required a qualified vendor to handle invoice data entry using its online system.

Solution

Episource, having a strong team of offshore data entry resources, was able to provide a cost effective and quality solution to meet Ops Technology’s requirements. Utilizing data entry operators located in its dedicated offshore facility in India with 2-5 years of accounting and finance backgrounds, Episource created a process of performing 100% quality assurance audit on invoice line-item detail extracted by level 1 data entry operators. Episource proposed a new status in Ops’ online invoice capture tool to route pending invoices to internal QC. This new process has helped Ops Technology achieve a 99% accuracy rate in data entry.

Episource helped to put in place more customizable rules to process invoices in a manner that is specific to a customer rather than having generic processing rules. Both companies worked together to get feedback on rules that Ops provides to customers to help them lower their exception rates, and thus their cost of doing business with Ops.

In order to help some of Ops key customers with exception handling, Episource dedicated resources offshore in a call center setup to help coordinate and close exceptions directly with suppliers and vendors.

Benefits

Ops Technology estimates that the costs to customers to process invoices through the Ops Invoice Capture solution, with data entry provided by Episource, are around 20% of what it costs them to process invoices with their legacy processes. This has allowed Ops to double its business over the last 2 years. In addition, working with Episource has also help them to create customer specific rules in processing client invoices which helps Ops provide a high level of service.

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