Nerd 911: Focusing on the business value that has been created by automation of crucial business processes

Project Overview

Nerd 911 are the IT consultants with 40+ years of experience and a proven track record of helping people solve technical issues. A team of tech-savvy nerds who have been setting some industry benchmarks since 2007. At the point when Nerd911 were already using the accounting app Visma e-conomic for sending invoices, which they made manually.

Nerd911 also implemented Syncro – a cutting-edge MSP platform that helps MSP organisations in managing business activities under a single platform. Giving moment admittance to customers, RMM alarms, charging, billing and far-off access in a single, easy-to-use dashboard which helps in saving a lot of time while distantly helping customers. The essential explanation behind implementing this product was taking care of clients and invoicing.

The Challenge

What did Nerd 911 needed help with?

As Syncro isn’t a bookkeeping framework, the errand of refreshing e-conomic still stayed unfulfilled. They expected to make booked invoices in e-conomic when they sent a receipt to the client from Syncro. Nerd911 needed help integrating e-conomic and Syncro and automating the manual workflows for smooth operational cycles.

The Solution

How did we approach it?

It was a challenging task to work on Nerd911 automation requirements. Our SaaS experts deeply analysed their business requirements before making the integration. The goal was to create something scalable and easy to use.

Cloudify followed its custom methodology which began with an inside-out examination of their business and cycles, the products they had already been using, the new products that needed to be implemented and which frameworks cooperated with the CRM (if there is any).

We began with integrating e-conomic and Syncro followed by building custom work processes according to their business needs.

• Whenever a new invoice is added to a company's database, a system called Zapier automatically starts a process. This process checks the details of the invoice and performs certain actions based on those details.
• First, it checks if the invoice has a specific identifier called the "invoice number" and if it doesn't have a label called "#processing". If the invoice meets these conditions, the process continues. If not, it stops there.
• The process also includes another small task called "Synchronization of invoices." It makes sure that all the invoices in a system called Syncro are also copied and added to the company's database in MySQL.

Here are the workflows:

• Fetch Invoice details from Syncro: Access the Syncro database by using its API to fetch invoice details, such as invoice number, customer information, line items, and other relevant data.
• Update Syncro invoice as processing: Mark the Syncro invoice as "processing" in the Syncro system to indicate that it is being synced with e-conomic.
• Find or create customers in e-conomic with Syncro MSP: It is essential that the client information in Syncro MSP matches that in e-conomic to ensure accuracy. This workflow creates a customer in Syncro MSP when an invoice is made in e-conomic, and all customers in Syncro are updated with their identical customer numbers in e-conomic.
• Update Syncro Customer with e-conomic customer no.: Retrieve the customer number assigned by e-conomic for the newly created customer, or find the customer number if the customer already exists in e-conomic. Update the Syncro customer record with this E-conomic customer number for future reference.
• Find or Create Products in e-conomic that are in Syncro invoice line items: Check the line items in the Syncro invoice and search for the corresponding products or services in the e-conomic system. If the products or services do not exist, create new products or services in e-conomic with the relevant details, such as product name, description, and pricing information.
• Invoice creation in e-conomic from Syncro database: This workflow automatically creates a booked invoice in e-conomic whenever an invoice is sent to a customer from Syncro. The invoice numbers are renamed in Syncro with the same invoice number in e-conomic for traceability.
• Update Syncro invoice with booked invoice number of e-conomic: Retrieve the booked invoice number assigned by e-conomic for the newly created invoice. Update the Syncro invoice record with this booked invoice number for reference and tracking purposes.
• Invoice Paid: This workflow marks an invoice as paid in Syncro when it is marked as paid in e-conomic.

Automations delivered - SaaS apps that helped Nerd 911 grow:

• e-conomic - The accounting app was integrated to generate invoices and automate invoicing as well as sync customer details.

• Syncro- Syncro is an RMM alert app that lets the business manage a profitable MSP.

The Results

The implementation of these workflows has brought significant benefits to Nerd911 by seamlessly integrating their Syncro MSP and e-conomic systems. Here are the final outcomes achieved:

• Streamlined Invoice Processing: The workflows automated the retrieval of invoice details from Syncro's database and ensured accurate synchronisation with e-conomic. This eliminated manual data entry and reduced the risk of errors, leading to more efficient invoice processing.
• Improved Customer Data Consistency: By synchronising customer info between Syncro MSP and e-conomic, the workflows ensured that client data remained consistent across both systems.
• Efficient Product and Service Matching: The workflows analysed the line items in Syncro invoices and searched for matching products or services in e-conomic. In cases where products or services were missing in e-conomic, they were automatically created with relevant details. This streamlined the billing process and ensured accurate invoicing for Nerd911's products and services.
• Automated Invoice Creation: Whenever an invoice was sent to a customer from Syncro, the workflows automatically generated a booked invoice in e-conomic. The invoice numbers in Syncro were renamed to match those in e-conomic, facilitating easy tracking and traceability of invoices.
• Accurate Invoice Tracking and Payments: The workflows enabled seamless tracking of invoice payments by marking invoices as paid in Syncro when they were marked as paid in e-conomic. This ensured accurate financial reporting and simplified payment reconciliation.

Overall, these workflows have led to improved operational efficiency, reduced manual effort, and enhanced accuracy in Nerd911's invoicing processes. The integration between Syncro MSP and e-conomic resulted in streamlined workflows, consistent customer data, accurate product matching, and seamless invoice tracking, contributing to a more efficient and error-free financial management system.