Case Study: Batesville, Arkansas

Population:

  • 10,427

Challenge:

  • Labor-intensive data entry and verification
  • Data accuracy
  • Efficient way to enter/track payments
  • Restricted hiring

Solution:

  • Incode and RemitPlus

Results:

  • Cut labor time by 50%
  • Drastically fewer returned checks
  • Increased data accuracy affecting bank and customers
  • Reduced research time for customer inquiries

Two years ago, operations in the City of Batesville offices looked much different than they do today. Staff relied primarily on manual labor to hand-key checks into the accounting system. It took at least two, and sometimes three, people half a day to get the job done. After initial data entry was done, more time had to be spent confirming each check was entered correctly by matching input reports to every check that was posted. This manual process was cumbersome, left a lot of room for errors and challenged management to find a more efficient way of entering and tracking payments at a time when hiring was restricted.

A Better Job in Half the Time

That all changed when the city purchased RemitPlus, an interface for Tyler’s Incode solution that gives users the ability to scan in payments and import the information into the utility billing system to post those payments. Milli Lewis, City of Batesville’s receivables clerk, has been through the transition period and brings perspective to the process. “I did this [data entry] job before, handed it over to someone else and then later took it back. I spent three years doing it manually,” says Lewis.

One person can do what two had to do before. It was amazing how the stress level went down.

Milli Lewis

Receivables Clerk

Technology Unlocks Accuracy and Efficiency

The City of Batesville processes an average of 200 payments per day. At peak times, it can be as many as 700. New technology was the key to unlocking efficiency for the City of Batesville. Because RemitPlus scans and records information from checks into the system with a high degree of accuracy and little manual labor, the City of Batesville was able to cut their data entry time in half and reduce the number of mistakes submitted to the bank and customers. “Accuracy has really improved, and we don’t have nearly as many mistakes,” says Lewis.

So much work was hands-on. We used to get a lot of checks back. We get very few back now because our reports are accurate.

Nick Baxter

Office Manager

Baxter added that it can be very time-consuming to research customer issues with checks, but RemitPlus makes them searchable and saves a great deal of time.

Lewis also added that the reports available in RemitPlus have also contributed to their efficiencies. “Reports have been a big help to me. It was a relief to not [have to] add the checks anymore.”

Room to Grow

Even though the City of Batesville has already seen great results with RemitPlus, they still see opportunities for greater efficiency. For now, they are still delivering checks to the bank because the bank chooses to return checks to their customers. This system works for now. However, RemitPlus gives the City of Batesville the ability to send daily electronic deposit reports to the bank if policies change.

RemitPlus Automates Production and Saves You Money

The City of Batesville definitely knows the decision to invest in RemitPlus was a good one for them. They needed to automate, it was a great way to get more done in less time and it saved them money by creating efficiencies and allowing them to save the expense of hiring employees. Baxter said it best. “The investment we made on the front end has a way of balancing out. We have received a good return on our investment and improved the integrity of our information. [Investing in RemitPlus] was definitely an improvement for our company and personnel. I wouldn’t want to go back to the other way.”

Case Study Highlights

  • Cut labor time by 50%
  • Drastically fewer returned checks
  • Increased data accuracy affecting bank and customers

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