Alti Lighting, a Western Australia-based lighting company, specializes in custom lighting solutions for a wide range of projects, from residential to commercial. Given the nature of their business, many sales orders take months or even years to come to fruition. This long timeline made it crucial to manage deposits and payments efficiently. To streamline this process and minimize reconciliation errors, Alti Lighting turned to PencilPay.

The Challenge

Before PencilPay, Alti Lighting faced challenges with processing deposits and payments across long sales cycles. Orders sometimes took up to two years to complete, requiring the company to manage deposits and prepayments throughout the process. They had to rely on various methods for payment collection, which often led to missed credit card details, declined payments, and manual errors during reconciliation. With a growing number of orders, the business needed an efficient, automated solution to reduce errors and speed up payment processing.

The Solution

PencilPay delivered a streamlined solution by:

Automating Payment Collection: Alti Lighting now uses PencilPay to process deposits directly from their quotation stage, making it easy for customers to pay via a secure online portal.

Seamless Integration with Accounting Systems: Once a deposit is received, PencilPay automatically triggers notifications to the team and updates the payment status in both DEAR (Cin7) and Xero, ensuring real-time, accurate records without manual intervention.

Reducing Payment Errors: By automating the payment process, PencilPay reduces the chances of credit card declines or incorrect payments. The system ensures that all payments are immediately reconciled, minimizing the risk of errors.

Efficient Reconciliation: With automatic payment matching and reconciliation, the process has become quicker and more accurate. The team rarely needs to revisit the PencilPay platform unless dealing with complex payments.

The Results

Minimized Errors: Payment processing errors dropped significantly, reducing the time spent on manual corrections and follow-ups.

Time Savings: The team no longer needs to manually process payments or worry about missed or declined credit card transactions, saving valuable time.

Seamless Payment Integration: PencilPay’s seamless integration with DEAR and Xero ensures that all payments are accurately recorded and reconciled, streamlining the entire sales process.

Transforming Payment Processing

By adopting PencilPay, Alti Lighting has revolutionized how it handles deposits and payments, providing a more secure, efficient, and automated process. With fewer errors and faster reconciliation, Alti Lighting can focus more on serving their customers and growing their business.

PencilPay is a must-have solution for any business looking to automate and simplify their payment processes, especially for those with long sales cycles like Alti Lighting.