An honest comparison
Excel and email work. Until someone asks who approved this.
Most organisations don't buy with another software package, but with a spreadsheet, a mailbox and a bookkeeper who retypes invoices. That's the real comparison, so that's the one we make here.
Topic by topic
| Topic | With Excel and email | With Fiatto |
|---|---|---|
| Approval | An email saying "approved", somewhere in someone's inbox. | Every approval recorded with name, time and amount, following your own delegation of authority. |
| Budget | You only see a budget is spent at month-end close. | The budget is checked before the approval, not afterwards. |
| What has been ordered | Only shows up in the books when the invoice arrives. | A commitment is recorded as soon as it's approved, so you see what's still coming. |
| Invoice checks | Putting invoice, order and packing slip side by side by hand. | The invoice is matched against the order and the receipt. A deviation above the tolerance is put on hold. |
| Duplicate invoices | Depends on who notices, and when. | Fiatto checks for duplicate invoices before anything is paid. |
| Posting | Retyping approved invoices into the accounting package. | Approved invoices go to your own package as a posting, with a preview posting first. |
| The auditor | Hunting through emails and folders at audit time. | The audit trail per purchase is ready, and the accountant can look along in a portal of their own. |
| Cost | You already have Excel and email. | A monthly subscription. The prices are public on the site. |
| Learning | Everyone already knows it. | Something new. A requester fills in a form, a budget holder approves with one button. |
When Excel is perfectly fine
- You make a handful of purchases a month and one person approves everything.
- There's no budget or audit you're accountable for.
- Your bookkeeper types in the invoices and that goes well.
When it's time to switch
- More than one person is allowed to order or approve.
- You want to guard a budget before the spend, not after it.
- Your auditor asks for demonstrable segregation of duties.
See the difference in your own numbers
Fiatto · Oranjelaan 3H2, 3311 DH Dordrecht · KvK 56715013 · btw NL001382539B91