Customer Case Studies

Ruby Receptionists


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© 2019 Sage Intacct, Inc. All rights reserved. 877-437-7765 Company Overview Hearkening back to an era when every call to an office was answered by a friendly receptionist, Ruby Receptionists provides personalized live, remote receptionist services, innovative so ware, and a robust mobile app to more than 10,000 small businesses across North America. To learn more, visit Executive Summary Previous So ware: • QuickBooks Results with Sage Intacct: • Monthly close time reduced from 20 days to 10 • Two days of manual expense reconciliations eliminated • EBITDA up five percentage points with budget-to-actuals reporting • New, real-time insights for be er, faster decision-making Challenges Answering the Need for Be er Reporting and Controls Revenue can be lost when a potential customer phones a small business, and the call goes unanswered or is routed into voice mail. Ruby Receptionists fills that gap with a phone answering service that ensures a customer speaks with a live representative. Along with its innovative so ware and a mobile app, Ruby Receptionists helps small businesses create exceptional customer experiences. Until recently though, one area of Ruby's work environment was in need of improvement — the accounting and finance function. Ruby Receptionists was running a desktop version of QuickBooks that lacked the controls, security, and reporting capabilities that a fast-growing company needs. Managing financials using a combination of QuickBooks and Excel also meant lots of manual work for the accounting team. Upgrading to a more robust and scalable cloud-based financial management platform became a priority when Alison Heavener joined Ruby as its controller in 2016. "We had outgrown QuickBooks," Heavener said. "We needed more control over the system and be er reporting. And we were looking at a potential acquisition and adding a new location, and QuickBooks wasn't going to cut it." Solutions Dialed In for New Efficiency and Scale Amid Growth Sage Intacct was the solution of choice for Ruby Receptionists a er an evaluation against Oracle NetSuite. Heavener's team found Sage Intacct dimensions, which enable transactions to be tagged by customer, location, department, and more, especially enticing for rich financial reporting. Sage Intacct's strong controls, capacity to integrate with third-party applications, and overall ease of use were additional considerations in their upgrade from QuickBooks. With Sage Intacct, Ruby Receptionists has the ability to scale the solution as they continue their rapid growth, and newfound agility to address the increased complexity that comes from being a mid-sized company. For instance, Ruby's customer base has increased 45% from about 5,900 to 8,550 between 2016 and 2018, while the workforce has grown from 370 to 630, 340 of whom are receptionists. And in December 2018, Ruby Receptionists acquired Professional Chats, a leading online chat service for small businesses to be er engage with customers, adding to its customer base and workforce. Having greater visibility and easy-to-produce historical financial reports through Sage Intacct were especially valuable in obtaining financing for the acquisition, Heavener notes. Answering the Need for Be er Reporting and Controls Ruby Receptionists C A S E S T U D Y

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