Modern Efficiency: Automated AP & Card Management

How has this idea enhanced your club's operation, etc.?

Saddle & Cycle Club implemented automated accounts payable processing and purchasing card management to reduce administrative effort and improve operational visibility. Ottimate, the Club’s accounts payable platform, uses machine learning to read invoices line by line and stores them in a centralized location, significantly reducing manual processing and making historical invoices easier to access. As a result, accounts payable functions have been reduced to approximately five hours per week. Brex, the Club’s purchasing card system, enables purchasers to capture receipts and code transactions in real time and integrates with major vendors to automatically generate receipts. The combined systems provide better controls, improve reporting, simplify limit adjustments when needed, and support timely imports into the Club’s enterprise resource planning system, which helps leadership understand spending patterns and operational drivers.

How was this idea implemented, and what have been the club members' reactions?

The Club implemented the systems by establishing clear roles and approval workflows, configuring department-level access, and training staff on mobile receipt capture, coding expectations, and invoice approval processes. Department heads and the General Manager were able to review and approve invoices remotely, reducing delays and improving accountability. Staff reaction has been strongly positive because the tools reduce time spent chasing receipts, decrease paperwork, and allow managers to approve and manage expenses from their phones while remaining focused on operations. The finance team has also benefited from faster processing, improved organization of invoices and receipts, and more consistent documentation and reporting.