Company: Cheerz
Location: France
Industry: Photo Printing, E-Commerce, Mobile Apps
Website: cheerz.com
Headcount: 150
Using Precoro since: Mar 2019
Users: 22
POs per month (av.): 100
Featuring: David Grimbert, CFO

"Precoro is an ideal fit for scale-ups as it gives flexibility and control over your purchasing process when your organization evolves quite fast."

Cheerz is a photo printing company founded in 2012 in France. They offer mobile-to-print services to ease printing photo products such as prints, albums, magnets, etc.—directly from smartphones.

In 2015, Cheerz raised €6 million in their Series A funding round, and in 2018, they were acquired by a German photography company, Cewe, for €45 million. As a result, they increased their headcount from 100 to 150 just in a year.

We asked Cheerz CFO David Grimbert to share his experience about managing the spending within a fast-scaling team and the role Precoro plays in their purchasing processes.

The Challenge

Previously, operations and finance teams relied on multiple Excel spreadsheets to track the purchasing process and match invoices. It became a pressing issue with the growing number of invoices.

We used to receive some invoices with delays, sometimes even a few months after receiving the service. Hence, the Finance team had no idea about the incurred and couldn’t budget it properly,” David explains. “Another issue was matching invoices in Excel at the end of every month. People could erase some data by mistake, and there was no way to track that or approve any changes in documents. We used a file with sensitive information that everyone could edit. I wasn’t confident about its consistency at all.”

This manual process was in place for about one year. As their volume of purchasing increased along with the number of people in operations and other teams, the need for a more streamlined and collaborative solution became clear.

Looking for a Solution

The new tool had to be simple and structured at the same time. “There was a concern that if the new tool wasn’t intuitive and easy to use, the team would be reluctant to adopt it.”
Other criteria were: traceability of processes and having the possibility of audit trails, especially after joining Cewe Group in 2018.

After David and his colleague from the Procurement team saw a Precoro demo, they decided it was what they were looking for.

“The primary reason we decided to go with Precoro was that we knew people would be happy about using it. It has a pleasant interface, and it’s straightforward to understand how to use it. Every solution that we considered previously was either good-looking but lacked sufficient functionality or was too advanced but with a clunky interface.”

Another important factor was the possibility of integration with their accounting system, Sage. While Cheerz already uses Spendesk for credit card spends, Precoro is used for purchases that include invoice payments. Such purchases usually have a higher total and higher count of items and need to be uploaded into the accounting software automatically. At the time of this writing, David is finishing a direct connection to Sage through API to make the AP process even more streamlined.

“The one important point about Precoro was the fact that new features were going to be launched regularly, and we could make requests for needed features. If it makes sense for us, there is a chance that it makes sense for other clients as well and that it would be integrated into Precoro’s road map. That was something of great value to us”.

Implementing the New System

Cheerz decided to switch from Excel to the new process department-by-department to make sure everyone keeps up with the implementation. The operations team was the first one to start adoption, and then the marketing team took it up with a perfect use case:

In marketing, we deal with influencers as there is a large number of promotional posts that should be tracked, validated, and paid. When we receive an invoice, we find the order, see if it matches, and close it. There’s no need for additional validation from the Cost Center Manager. It gives us great control. Precoro has helped us to automate the process.”

Once Cheerz has found that Precoro eased their life on that aspect and the team was happy with the new tool, other departments started using it as well.

My responsibilities as CFO haven’t changed much. It’s still the same role—planning our budgets and making sure that people stick to the plan. But the process became more efficient and automated. I can track everything much faster and in a convenient way.”

Takeaways

Cheerz needed to automate their inefficient Excel-based purchasing. With Precoro, they achieved this goal and even more. Their information is now structured and secured, approvals are done on time, and processes are streamlined.

“Precoro is an ideal fit for scale-ups as it gives you flexibility and control over your purchasing process when your organization evolves quite fast.”

See how you can start spending smarter with Precoro by signing up for a free 14-day trial.