happay helps ‘habanero’ eliminate cash leakage helps ‘habanero’ eliminate cash leakage in 5...

Happay Helps ‘Habanero’ Eliminate Cash Leakage In 5 Outlets across 3 Cities

2015, VA Tech Ventures

Customer Case Study

INDEX

About Habanero

The Problem

The Solution

The Result

1

2

3

4


• India’s first authentic Tex-Mex restaurant

• Established in 2011

Learn more at www.habanero.in

• Streamline petty cash management across outlets • Achieve real-time tracking and error-free accounting

THE GOAL

• Distribution and reconciliation of petty cash was

paper-based and manual • No visibility and control over cash being spent • Cash leakage was common as accounts didn’t match up

• Has 5 outlets in South India spread across

Bangalore, Chennai and Hyderabad

THE CHALLENGE

THE RESULT

• Real-time disbursement, tracking and accounting • Automated and streamlined workflow • Zero cash leakage

About Habanero 1

• Features classic Mexican foods, Tex-Mex

creations, and Texas-influenced American items


ABOUT HABANERO

Founder & CEO

GRIFFITH DAVID

http://www.habanero.in/

Habanero was facing serious operational challenges with cash management.

2 The Problem


CORPORATE OFFICE

Bangalore

Chennai

Hyderabad

The company relied on manual methods for distribution, reporting and accounting of cash.

2 The Problem

Distribution of petty cash was slow and cumbersome.


• Funds were physically distributed to each outlet by the Head of Admin, as part of his routine visits.

• Additional funds, over and above what was already allotted, were transferred via NEFT to the store manager’s bank account.

Challenges:

Cash disbursement was slow and there was also the risk of loss or theft of physical cash. Additional purchases had to be made from out of pocket or had to be delayed till the NEFT transfer was made.

OUTLET 1 OUTLET 2 OUTLET 3

CITY 1

Risk of loss

Risk of theft Time-consuming

2 The Problem

Reporting and accounting of expenses was paper-based and manual.


The expense reporting workflow from requisition to accounting was long and laborious.

1. REQUISITION 2. FIRST ENTRY 3. DISBURSEMENT 4. PURCHASE 5. RECEIPTS 6. FINAL ENTRY

Employee made a requisition to the store manager for the list of

items to be bought.

The store manager entered the list of

items in his system.

He then gave the employee a cash

advance against the entry made.

Employee purchased the

items he needed from the store.

Collected bills and submitted

them at the end of the each month

Store manager matched bills and entered data into

accounting.

Challenges:

On any given day, not one but many employees, across different outlets, requested funds for expenses.

Store managers were overloaded with requests. Sometimes funds weren’t sufficient to meet the number of

requests. Manual data entry was time consuming and error prone. At the end of the month, there were piles

of receipts to be reconciled and at times, the accounts didn’t match.

Habanero chose Happay to overcome its cash management woes.

3 The Solution


CORPORATE OFFICE Access to Happay’s Web and Mobile Dashboard

HABANERO OUTLETS

ADMIN DASHBOARD

Access to Happay’s Expense Card and Mobile App

OUTLET 1

OUTLET 2

OUTLET 3

CORPORATE OFFICE

ADMIN DASHBOARD

3 The Solution

How Happay works for Habanero

Each Habanero outlet receives Happay cards. Petty cash funds are added

to Happay cards instantly. Budgets and policies are set for each outlet.

SEND

Take photos of bills

and submit them instantly

APPROVE

Managers view and

approve expenses

instantly

VERIFY

Finance teams verify

reports and export

data to accounting

Happay automates and streamlines Habanero’s expense report workflow from

purchase to accounting - making it simpler, faster and error-free.

SPEND

Employees use Happay cards

for their day-to-day expenses

3 The Solution


How Happay works for Habanero

4 The Result

The expense reporting workflow is cashless, paperless and streamlined.

Employees can request money on their cards from their Happay mobile app. No more requisition forms! Every time they spend on the Happay card, expense details are automatically captured on mobile. They can take a quick picture

of the paper receipt and toss it away for good. Expense reports can be viewed and approved by store managers and

corporate finance teams - within seconds.

Cash leakage is eliminated and accounting is error-free.

Store managers and company administrators have complete visibility into all employee purchases, in real-time. They

are notified when balances are low on cards and can make sure that their employees always have the funds to keep

the business going. Company admins can set limits on individual outlet cards, analyse card spends and patterns and

even export expense data seamlessly into their accounting system.

Disbursements are fast. Unexpected money requests are processed instantly.

Petty Cash funds are transferred to Happay Cards instantly with a click of button, from the admin’s Happay dashboard that is accessible from web and mobile.


“Happay has simplified our accounting and tracking of expenses significantly.

We have been using Happay Cards with the integrated mobile and web dashboard in our Bangalore, Hyderabad and Chennai outlets. All disbursements to our branches and all expenses are automatically recorded and verified, and hence they can directly be imported into accounting.

The team has also been great to work and their support is excellent – all key requirements for business users like me. Several minor changes we requested were implemented immediately.

I would highly recommend this application to other CEOs.”

Griffith David, CEO Habanero Foods International


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happay helps ‘habanero’ eliminate cash leakage helps ‘habanero’ eliminate cash leakage in 5...

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