Crossroad Academy Adopt PLANERGY to Eliminate Inefficiencies and Introduce Financial Controls
- Company Overview
Crossroad Academy Charter School (CACS), founded in 1998 in Quincy, Florida. CACS is a tuition‑free charter school serving grades Pre‑K through 12 under the Gadsden County School District.
- Why PLANERGY
Crossroad Academy adopted PLANERGY to eliminate inefficiencies and introduce structured financial controls. They wanted a software that could accommodate future expansion while addressing key concerns of speeding up PO approvals and ensuring stronger compliance with school district requirements.
Key Challenges
- A manual purchase order system that required running paperwork between approvers, delaying procurement
- Limited visibility into past invoices and approvals, making vendor payments inefficient
- Compliance challenges, requiring detailed reporting for tax-funded expenditures
- Disconnected financial systems, QuickBooks Desktop used for accounting had no procurement processes
- Needed a more structured way to ensure that purchases aligned with budgetary constraints
Key Benefits
- A fully digital procurement system, the school eliminated the need for physical paperwork
- Ability to track spending in real time, with a full and easily searchable record of all invoices processed
- Compliant workflows and tracking ensuring compliance with budgetary and state funding requirements
- Fully integrated with QuickBooks Desktop, streamlining financial data transfer
- Real-time financial reports has been invaluable for compliance and strategic planning.
The Story
Customer
Crossroad Academy Charter School
Key client
Director of Operations
Industry
Education
Company Size
30+ Employees
Before PLANERGY
Charter schools in the United States operate under strict financial regulations while striving to maintain efficiency and accountability.
Crossroad Academy Charter School, a longstanding PLANERGY user, faced challenges in streamlining purchasing, managing compliance, and optimizing operational efficiency.
With increasing financial oversight and budget constraints, Crossroad Academy needed a spend management system that provided visibility, accuracy, and automation. PLANERGY is a critical tool in their operations, enhancing financial control and ensuring seamless procurement processes.
Before implementing PLANERGY, Crossroad Academy struggled with a manual purchase order system
that required running paperwork between approvers, delaying procurement. They had limited visibility into past invoices and approvals, making vendor payments inefficient.
The charter school had compliance challenges, requiring detailed reporting for tax-funded expenditures. Their financial system, QuickBooks Desktop, was disconnected from their procurement processes.
Additionally, the school needed a more structured way to ensure that purchases aligned with budgetary constraints. Managing spend across different departments with limited financial oversight led to inefficiencies and unnecessary costs.
After PLANERGY
Implementing PLANERGY for Seamless Spend Management Crossroad Academy adopted PLANERGY to eliminate inefficiencies and introduce structured financial controls.
By moving to a fully digital procurement system, the school eliminated the need for physical paperwork. Purchase orders (POs) are now created, reviewed, and approved within the system, significantly reducing administrative delays. The automated process also ensures that orders are placed only with approved vendors, reducing maverick spending.
Franklin Scott, Director of Operations, shared “The ease of access and time savings with PLANERGY are incredible. No more running around for approvals—we receive notifications and process everything quickly.”
With PLANERGY, all financial data is centralized, providing a single source of truth. The school’s finance team can track spending in real time, ensuring compliance with budgetary restrictions and state funding requirements.
This has been instrumental in improving financial accountability and audit readiness. Franklin adds, “PLANERGY allows us to instantly research previous invoices and track vendor payments without digging through files. It’s a gamechanger for our financial reporting.”
PLANERGY’s AP automation features significantly reduced the time needed to manage invoices and payments. Before, staff manually matched invoices with POs and approvals.
Now, the system automates this process, freeing up time for other administrative tasks. Additionally, duplicate payments and missed invoices have
been eliminated. As described by Franklin, “Our accounts payable process is much faster now. Matching invoices used to be manual. With
PLANERGY, it’s automatic and error-free.”
PLANERGY also fully integrates with QuickBooks Desktop, streamlining financial data transfer, further reducing manual work and improving data accuracy. The integration allows for real-time financial updates, reducing reconciliation time between systems.
As a publicly funded charter school, Crossroad Academy must comply with strict financial reporting requirements.
PLANERGY ensures that every transaction is logged, providing an audit trail that simplifies reporting to the school district and government agencies.
The ability to generate real-time financial reports has been invaluable for compliance and strategic planning.
PLANERGY has revolutionized spend management for Crossroad Academy Charter School, transforming an outdated, paper-based system into a streamlined, digital workflow.
With improved efficiency, compliance, and financial oversight, the school can focus on its mission—educating students—without being bogged down by administrative inefficiencies.
For charter schools looking to enhance financial control, PLANERGY offers a proven, user-friendly solution that simplifies procurement, improves reporting, and ensures regulatory compliance.
As the education sector continues to modernize, digital procurement tools like PLANERGY will play an essential role in helping schools manage
budgets effectively while ensuring full compliance with public funding requirements.
Testimonial
PLANERGY has not only saved us time but has also given us greater control over our finances. It’s made managing school spending simple and efficient.
Franklin Scott
Director of Operations
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