DIVVY CASE STUDY
Going beyond books with the help of Divvy and Bill.com
with Garrett Hunderford
Public library that has been serving Redford Township, MI, since 1945.
STARTED USING DIVVY
STARTED USING BILL.COM
“Every now and then you get a product where you think, ‘this is something that is really awesome!’ And Bill.com and Divvy are at the top of my list.”
- No way to handle fraudulent activity on their bank credit cards
- Very tedious and manual way of handling expenses and invoices
- 7 days wasted each month on closing books
- As many secure virtual cards as they need
- Real-time expense management and automated AP
- Expense reports ready in real-time
“Since my very first job, shelving books in my hometown library, libraries have been my career and my whole life.” Garrett Hungerford is the Director of the Redford Township District Library and says that their library is much more than a place to get books. “Our mission boils down to meeting the needs of the community.”
From opening a patio space for patrons to use their Wi-Fi after hours to even launching a drive-thru with curbside service for pickup and drop off of books, the library has taken great initiative to support the needs of the community. Then during the COVID-19 pandemic, they were really able to step things up for their patrons. “I think the pandemic really allowed libraries to pivot in an amazing way,” Garrett said.
“I think the pandemic really allowed libraries to pivot in an amazing way.”
As the library continued to shift gears with these new services, Redford Township District Library turned to Divvy, a Bill.com company, and Bill.com to streamline their financial operations so they could better focus on supporting their patrons.
“We were made aware of Divvy through Bill.com.” Garrett said they were using a bank credit card for their expense management before, but the process was very tedious and took away time from other parts of his job. “At the end of the month I would send out a PDF of our statement to those with an account. They were expected to gather all of their receipts and submit those back to us before I would pay it.”
Garrett said the thing he hated most was trying to remember back to what every librarian and employee purchased and track down receipts for each transaction. It took precious time away from his and his team’s day.
Another issue Redford Township District Library was dealing with was fraudulent activity on their credit cards. “At one point almost all of our cards had ended up getting fraudulent transactions because they found the range of the card and then filled out the address that went along with the library.” If there were any transactions that were out of place, they would have to freeze the entire account.
“Divvy stuck out in my mind as a better expense management alternative because of being able to create the virtual cards.”
“Divvy stuck out in my mind as a better expense management alternative because of being able to create the virtual cards.” Redford’s transactions range from paying vendors for books to more random purchases like craft supplies and tech parts. With Divvy virtual cards, Garrett and his team can create multiple cards for all their different vendors. Best of all, if cards get compromised, they can quickly freeze and cancel the card as soon as they get a transaction notification right on the Divvy app.
The Divvy app has especially been helpful with their youth librarians. “Our youth librarians are the ones that are going to the craft store to buy just random stuff, like pipe cleaners or cotton balls.” They can easily purchase anything they need with their Divvy card, snap a picture of the receipt, and get back to the library. “I love being able to create virtual cards in Divvy and also the fact that now librarians have their own accounts so they can immediately load up their receipts.”
“I love being able to create virtual cards in Divvy and also the fact that now librarians have their own accounts so they can immediately load up their receipts.”
Garrett and his team have also saved a lot of time at the end of each month with Divvy’s automatic reminders. “I love the automated reminders. If my team haven’t loaded expenses after a certain period they get that notice. So we aren’t the person tracking things down. That is a huge benefit for us.”
Even before the pandemic, Redford Township District Library had been looking to update their financial systems. Bill.com not only introduced the library to Divvy, but they completely automated the way they pay their bills. “Before Bill.com, our AP process was convoluted. When bills came to us, our business and facilities manager would make physical copies of all of the invoices, enter those into our system, print out warrant requests, and then I would physically sign them.” Garrett added he would then drive those documents to the township where they would process the invoices, enter into their system, and pay them out. “It was a horrible system.”
Now, with Bill.com Garrett says he feels like he is doing a better job as Director. “Before I could only see the vendor and the amount, I wasn’t seeing the invoice. Now I can verify the amounts as part of the approval process.”
“With Bill.com, we don’t have to worry about the numbers. When the numbers have been added and verified by another set of eyes, we can be confident that they are error-free.”
Thanks to Bill.com’s AI, entering invoices is quick and easy. “We set up an AP email so now all invoices go into a single email address. With Bill.com, these invoices auto-populate,” said Garrett. And with automation comes less errors. “With Bill.com, we don’t have to worry about the numbers. When the numbers have been added and verified by another set of eyes, we can be confident that they are error-free.”
Redford Township District Library now spends less time worrying about tracking expenses or paying invoices and can focus on their patrons and community. “While it used to take us a week to get our expenses in order, now at the end of the month everything has already been entered and is ready to go. That saves us a lead time of seven days.”
“While it used to take us a week to get our expenses in order, now at the end of the month everything has already been entered and is ready to go. That saves us a lead time of seven days.”
Though Garrett says he could never be a salesperson, his confidence in his library’s new accounting solutions says otherwise. “Every now and then you get a product where you think, ‘this is something that is really awesome!’ And Bill.com and Divvy are at the top of my list.”