DIVVY CASE STUDY

Avoiding danger and outdated financial processes with BILL

with Ryan White, Managing Director
and Bethany Dillon, Accounting Clerk

ORGANIZATION

USA North 811 is a nonprofit organization that helps private individuals, construction companies, and utilities avoid damage to underground utility lines, keeping people and property safe.

usanorth811.org

LOCATION

California & Nevada

INDUSTRY

Public Safety & Construction

EMPLOYEES

65

STARTED USING DIVVY

BILL 2019

Adopted Divvy solution 2021

“Save hours of headaches that you had previously, by switching to Divvy, BILL’s spend and expense management solution.”

Before

  • Credit card through their local bank with limited credit
  • Multiple software for AP and expense management
  • Paper bills and manual approval processes

After

  • Cards for every employee with insights into spend
  • A single solution connecting card to expense software
  • Streamlined, paperless solution for bill payments

Summary

Whether you are a DIYer looking to start your next big home project or a contractor wanting to keep your crew safe on the job, dialing 8-1-1 is the first call to make before you dig. USA North 811 is a non-profit organization that acts as the communication center connecting a customer with the utility company to ensure that every project is safe from hitting any utility lines. There are 8-1-1’s across the United States, with each state or region having their own center. USA North currently covers Northern California near Oregon through Bakersfield and the entire state of Nevada.

“We sort of act as a middleman between utility companies and excavators or people performing excavation work.” Ryan White, Managing Director of USA North, and knows how dangerous it can be if an individual hits high voltage electric lines, high pressure water lines, or gas lines. “If you’re doing excavation work, laying a foundation for a home, or planting a tree in front of your house, you can call 811 and we will take a request from you.”

 “If you’re doing excavation work, laying a foundation for a home, or planting a tree in front of your house, you can call 811 and we will take a request from you.”

In one month alone the team can receive around 21,000 calls for projects across their territory, making their time and job extremely valuable. So when it comes to their expense management and bill pay solutions, they needed a solution they could trust. That’s when they called BILL.

Before adopting BILL in 2019, the team at USA North was drowning in paper bills and paper checks with a nightmare approval process to cap it off. USA North also pays for home internet services for their completely remote workforce, which means paying different companies in multiple states for 65 employees. They also have charges for employee software. Doing everything manually was time-consuming and left a lot of room for error and trying to keep track of all those checks was far from easy.

“I had to have two department heads sign for each check that we sent out, and they weren’t in the office every day, so I was always having to ask for their time,” recalls Bethany Dillon, Accounting Clerk at USA North. “Sometimes I’d have to put off the payment until I could get their approvals.”

Their accounts receivable was just as frustrating. With about 1,500 members, whose membership payments are collected in two chunks throughout the year, USA North 811 was using PayPal for member payments.

“With BILL, the approval process is now super easy. I can just enter the bills, send them over using email or drag and drop, and then I can leave them there until I’m ready to do the bills. It makes for a faster and easier process for me, and for our approvers.”

Once BILL was set up, the next step in strengthening their financial process was integrating with QuickBooks. BILL seamlessly integrated with QuickBooks Enterprise, which eliminated the need for manual entry of invoices. With QuickBooks and BILL working together, Bethany has less room for error. “The BILL integration was super easy and now I don’t have to do manual entry into QuickBooks.”

“BILL automates so much more than any other solution that we’ve used in the past. It’s fast, easy, and tracks everything for me.”

“BILL automates so much more than any other solution that we’ve used in the past. It’s fast, easy, and tracks everything for me.”

After seeing how much of a difference BILL made to their organization, USA North was ready to tackle their next financial challenge: managing employee expenses.

“We were previously using credit cards through our bank and they were less than helpful.” Bethany said there were multiple instances where her team needed a credit increase. Their bank only gave them a $65,000 credit limit, which for a multi-million dollar organization, wasn’t enough. And when they asked for more, their bank made it extremely difficult and ultimately rejected the requests.

Luckily they soon discovered Divvy, a BILL spend and expense management solution. Ryan shared, “I had been asking for over a year for a better way to manage expenses. We did our first demo session with Divvy and I said, ‘Can we sign up today?!’”

“We did our first demo session with Divvy and I said, ‘Can we sign up today?!’”

“Now with Divvy, right off the bat, we got a million dollar credit limit. We never hit that credit limit, but it’s helpful,” says Bethany. “It’s easier to work with Divvy.”

Before Divvy, Ryan had a difficult time seeing where all his spending was going. “I can instantaneously go in. It already has the information prefilled out as far as how much I spent and all of that information. All I have to do is, when the waiter comes with the receipt, I snap the picture of the receipt and I fill out the couple codes that we have as far as where to categorize budgetarily and then it’s done instantly.

In addition to the bank credit cards, USA North used a separate expense software to manage their expenses. “We were using ExpensePoint and would basically build up a mountain of expenses over the course of a month. Then we would get all of our credit card information from Bethany saying, ‘here’s your expenses for the month.’” Ryan and other users would then have to go through ExpensePoint all at once. “It was a nightmare.”

With Divvy, USA North now has full transparency and control into their spending. “The real big advantage to Divvy is that the card is connected to the expense software. Every time I make a charge, I’ll instantly get a notification on my phone that says, ‘You’ve charged $100 at this restaurant,’ for example.”

“The real big advantage to Divvy is that the card is connected to the expense software.”

Ryan says it’s helpful to now see the budgets his spending is coming straight from and can complete the expense management process instantly. “Before we used to have to do a mental tally, ‘Am I getting close to my credit limit on my card for this month? Am I going to go over?’ Now it’s easy to see how much money is there.”

And best of all, now Bethany can stress a little less over everyone else’s expense reports. “On a monthly basis it usually took me a couple of days a month to complete everything. Where now it may take a few hours.”

With BILL and their expense management solution Divvy, the USA North team can track everything including payments and expenses going in and out to vendors, members, and employees. “BILL does so much more in automation, and so much more than anything we’ve had to use in the past,” says White. “We have definitely recommended BILL to other companies.”