MYOB ADVANCED SUCCESS STORY
GoTransit is Australia’s only supplier of metro, sub-metro, and regional transit, with assets across six capital cities and more than 400 regional communities. Over 10 years, the company has substantially expanded its footprint from coastal Queensland. Read their journey towards MYOB Advanced.
Bursting at the seams with data
Not only is their asset portfolio impressive, but they’re also recognised as market leaders in transit advertising. A little different from other operators in the field, GoTransit boasts an impressive in-house creative and production facility, with the latest technology for providing high-quality artwork and unprecedented turnaround speeds to meet market needs.
In other words, GoTransit does it all.
“We sell it, we design it, we print it, we install it – we do the whole lot within one business,” says Caleb Harriott, GM – Operations and Finance.
For a company operating with this amount of transaction data from thousands of different customers, having the right system in place is critical.
We might have one client that buys hundreds of ads across all of our markets, and then we have hundreds of small clients in each market.
Old system too small for business growth
We raise between 1500–1800 invoices a month for a few thousand clients so our biggest concern as we’ve grown, and what triggered the change, was finding a system that could handle the volume of clients.
While there was nothing wrong with GoTransit’s old system, it no longer had the right capabilities or functionality for a company of its size – and it was running into a number of issues.
On top of that, the old system was an on-premise solution so accessing client data off-site wasn’t an option.
Because they didn’t have the right system in place, the accounts team would spend a lot of their time manually importing and exporting data – which slowed down their efficiency as a team.
Caleb states, “When we did statements, we had to manually tick them one letter at a time because if we did more than that, the emails would crash!”
GoTransit stays with MYOB
Caleb did a lot of research, looked at several ERP options, and found the best solution was sitting right under their noses. Having previously used another MYOB product, the company decided to invest in MYOB Advanced. Caleb states, “Over the last three years, we’ve seen a massive shift from what it was to where it is now – and there’s even more upgrades coming.”
“Using basic import scenarios through Excel files, instead of someone having to manually key in transactions which is what we were doing historically, Advanced could automatically run imports every day or at the end of the month – that’s something we needed to handle the volume,” Caleb adds.
Caleb says he’s states that because of the flexibility of Advanced, they’ve been able to automate lots of manual processes – something that helps the entire business run more efficiently. “We’re a multi-million-dollar company but we’re able to run a lean finance team of only 4.5 FTE at the most. The platform does so much for us so it means we can keep staff costs down even as we grow,” says Caleb.
Over the three years GoTransit has been using the new system, it’s been integrated with several external systems, including EzyCollect – a platform that accepts credit card payments, automates payment reminders and has completely transformed the way they manage their accounts receivable.
GoTransit is now 100% paperless, using Advanced’s incoming email processing to keep track of supplier and customer emails, instead of clogging up someone’s inbox. They no longer need to manually enter inconsistent data from suppliers, so record-keeping is better. Even things like automatic-payment approvals are managed in Advanced.
Driven by the benefit of time
It’s hard to put a dollar amount on time when you’re able to get so much of it back, Caleb says. His team is now able to focus on other things within the business, like generating more sales and more customers – an inevitable focus post-COVID.
“The platform has huge amounts of scale. Every other day I click on the system and I go, ‘What other features are available?’,” Caleb laughs.
“We’ve found a platform that has a lot of capacity. It’s so much more than an accounting system.”
Caleb says the company is now underway with adding their biggest customisation to date, looking at how they can integrate a legacy project management system.
“What we saw was the potential for what we could do in the future and we’re starting now to realise it more and more – it’s pretty powerful.”
We have trust in the MYOB brand and as it turned out their Advanced solution really did have everything we needed.
The functionality of MYOB Advanced met our many needs including customer special pricing, advanced stock management, a customer portal as well as CRM.