CASE STUDY

Nando'sNANDOS.COM

Location: United Kingdom

Industry: Hospitality

Integrations: Microsoft SharePoint, Custome Applications

Software: K2 blackpearl, Microsoft SharePoint, bespoke in-house applications

SOLUTIONS BUILT WITH K2

Financial Process

Invoice Processing

COMPANY PROFILE

Nando’s operates 286 restaurants across the UK, from Aberdeen, Scotland, to Southampton, England.

PROBLEMThe first Nando’s restaurant was established in the UK in 1992. Since then, the company has enjoyed exceptional success, opening many new restaurants every year. Its sustained business growth was, however, starting to place a strain on the company’s existing manual processes.

Nando’s finance department handles 4,000 to 6,000 invoices every month in the UK. Before they could be paid, all these invoices had to be allocated to specific cost centres and authorised by different people within the business, including individual restaurant managers based at locations across the country.

“We recognised that this core business process could be improved through the use of an automated workflow,” said Juan Louw, applications manager at Nando’s.

The company’s expense process was similarly in need of automation. Employees had to print off an expense form, fill it in, get it authorised by their manager and post it to the finance department. The finance team then had to retype the information into the system. The entire process was very slow, and there were often errors in expense forms that took a long time to manually correct.

SOLUTION

Nando’s used K2 to develop 12 separate workflows, which predominantly support the company’s invoice and expense management processes.

Today, when invoices are received, the finance team enters them into the central finance system and allocates them to the relevant cost centres. Each invoice is then automatically directed to the people that need to authorise it, and managers can either reject or approve it. Invoices for maintenance activities at restaurants are forwarded to the restaurant manager so they can verify that work has been completed satisfactorily.

The invoicing process is, therefore, not only faster but also more meticulously administered to improve financial control.

“We don’t make payments for work that is incomplete,” Louw said.

With the new K2 expense applications, employees fill in claims forms electronically. These forms are then automatically sent to the appropriate line managers for authorisation before being passed directly to the finance team.

The automated process saves a great deal of time in the finance department, as information doesn’t have to be typed into the system, and there are fewer human errors.

“We used to wait three to four weeks for expense claims to be settled,” Louw said. “Now we receive payments weekly.

“As the company continues to grow, we will be able to process a larger number of invoices and expense claims each month.”

“We used to wait three to four weeks for expense claims to be settled. Now we receive payments weekly.”

– JAN LOUW, APPLICATIONS MANAGER AT NANDO’S

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