OpenGov + Airbase by Paylocity Case Study
Experienced accountant, new tricks
OpenGov is the leader in modern cloud software for our nation’s cities, counties, and state agencies.
Shaina Beeson is a highly experienced, delightfully personable Accounts Payable Staff Accountant at OpenGov. When asked where AP falls in a company’s accounting demands, she describes it as the most “forward-facing area impacting most everyone in the company with so many moving parts.”
When introduced to Airbase by Paylocity, Shaina says she was “shocked — in a good way” at how AP had been consolidated and automated in one platform.
Now, Shaina effortlessly masters those moving parts of AP — vendor payment, corporate cards, bills, and reimbursements — as a team of one and a self-described “power user” of Airbase by Paylocity.
Consolidation across all of AP — a game changer
Before Airbase by Paylocity, Shaina considered AP a process that invariably involved multiple systems. In her experience, “it’s very uncommon for AP and the card program all to be under one platform.”
Having previously used Stampli to manage invoices, among other point solutions, a single, consolidated platform is a game changer for Shaina. Across the firm, additional benefits are also getting noticed.
Forget harassing employees — let the system be the enforcer
Previously, OpenGov was solely using physical cards. Shaina describes previously feeling like the “bad guy” as she had to constantly chase people for receipts and documentation. Now, Airbase by Paylocity automates document processing and compliance at OpenGov. Thanks to sleek UI and easy-to-use workflows, employees find it easy to follow due process according to Shaina.
If receipts aren’t attached within 3 days, employees automatically receive reminders and auto-lock deploys. The relevant card doesn’t unlock until they’ve attached everything that’s missing — there’s no more chasing down details for Shaina.
From Google Docs to audit-ready automation
OpenGov’s previous approval process lived in a Google Doc — anyone could access the doc and edit those details relating to spend.
In comparison, Airbase by Paylocity creates a secure spend infrastructure with proper approval workflows and data management. Spend details are recorded accurately and are readily available. All this makes Airbase by Paylocity an “amazing one-stop shop” for audits according to Shaina.
Key stakeholders — such as the tax department — can monitor spend and ensure compliance at the early stages, as opposed to retrospectively at the close. Certain spend thresholds automatically trigger their review at the approval stage. Shaina noted that card spend limits are also helping keep spend in line.
Sage Intacct integration: all transactions categorized and synced
Shaina pairs her Sage Intacct tagging process with the categorization capabilities from Airbase by Paylocity to make spend more identifiable — and data easier to pull — at any time. No matter what type of spend it is, Shaina says it has been “really helpful” to be able to tag, categorize, and separate out spend, both within the spend management system or the ERP.
Seamless data synchronization between Airbase by Paylocity and Sage Intacct stops things from “getting really confusing” according to Shaina. Beyond spend organization, Airbase by Paylocity also helps Shaina stay on top of other accounting technicalities too.
Shaina singled out vendors over a certain spend threshold using Airbase by Paylocity categorization settings, thus identifying those who required 1099 processing.
Multiple entities, managed
OpenGov often needs to carry out international transactions or manage spend across global operations due to its subsidiary in India alongside international contractors. Airbase by Paylocity seamlessly supports these payments and has given Shaina greater visibility into international spend at OpenGov.
“I can see my ACH payments, spend users, check payments, and international payments in one place, which has been so helpful. I can even split out USD and non-USD spend to keep track of different currency payments.”
Shaina Beeson, Accounts Payable Staff AccountantDespite the complexity and geographic scope of OpenGov’s spend operations, Shaina manages it all effortlessly with her sole teammate, Airbase by Paylocity.
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