BY Group

A government sector-focused construction company managing up to 20 projects and processing approximately $10 million of invoices each month.

Primary challenge

Seeking of control over budgets, forecasts, and invoice approval, leading to double data entry.

OneCore solution

Integrated project management and invoicing systems, removing double handling and enabling simplified processing.

Key outcomes

• Significant efficiency gains, saving the work and cost of 2 to 3 full-time employees
• Enhanced visibility for the accounts team to monitor debtor positions
• Improved visibility for project managers, promoting a culture of financial ownership
• Reduced accounting and bookkeeping costs
• Simplified structure of operations, supporting multiple business lines and regions

Key outcomes

• Improved efficiency by saving workload and cost of 2-3 full-time employees
• Better clarity for accounts team to observe debtor positions
• Better clarity for project managers to encourage administrative independence
• Minimised costs in accounting and bookkeeping services
• Simplified structure of operations

Company background

BY Group delivers construction projects mainly for the Australian government sector, focusing the Department of Defence, NSW State Government, and large data centres across Australia and New Zealand. 

The company manages up to 20 projects simultaneously and they needed a solution for its internal staff could use and administer independently.

BY Group mainly works on projects for the Australian government, including the Department of Defence and NSW state government. The company also manages large data centre clients across Australia and New Zealand, handling more than 20 projects at the same time.

Challenges 

Prior to OneCore, BY Group faced significant issues in managing data entry across their project and finance teams. The company sought further control over approval workflows and invoice processing. This resulted in double data entry, as information had to be entered separately into both project management and invoicing systems.

BY Group chose Interfy’s OneCore solution because it allowed for smooth integration between their project management and invoicing systems. Lyle explained, “OneCore was one of the main reasons we decided to sign up with Procore, as we wanted to avoid double handling.”

The company focused on simplicity in their operations, wanting to steer clear of the complexities and expenses involved in maintaining complex IT systems. “Construction businesses in the past have developed complicated IT systems and spent thousands having consultants tinkering with it all the time. Now we have negligible running costs other than the fee itself – there are no ongoing-costs, as we manage the backend settings ourselves,” said Lyle.

Since implementing OneCore, BY Group has seen notable efficiency improvements. With around $10 million in monthly invoices, the company has saved the workload and cost equivalent to two to three staff members. 

OneCore has also given the accounts team better visibility, enabling them to easily track debtor positions. Additionally, the system has introduced limited invoice authority, making sure only authorised personnel can send invoices. 

Lyle explained, “Before, it was possible for any staff member to send an invoice to accounts requesting payment, Now, we can manage who approves Invoices and to what approval value for greater clarity and scalability. We’ve seen a greater culture of financial ownership develop as a result.” explained Lyle.

Overall, BY Group has significantly reduced both accounting and bookkeeping costs. It has also simplified their ability to manage different business lines and their New Zealand operations, which have different currency and tax requirements.

“OneCore has resulted in a huge increase in efficiency. It has saved us from needing further finance resources while allowing our existing finance staff to focus on higher levels of business and accounting,” Lyle summarised.