Managing payments efficiently is essential for a service business, but for Tonna Mechanical, manual batching, adjustment invoices, and data transfers between systems created unnecessary work and limited real-time visibility into invoices and payments.
Their goal was to streamline payment workflows, reduce manual processes, and give their team a more connected way to manage invoices and payments in real time.
The Challenge: Manual Payment and ERP Processes
Before implementing Kulturra, Tonna Mechanical relied on manual processes to manage payments and financial data.
The team had to create adjustment invoices, manually batch payments, and transfer data between systems using bulk exports and imports. Refunds and payment adjustments were particularly cumbersome, often requiring adjustment invoices and additional workarounds to return funds to customers.
These disconnected processes made it difficult to manage payments efficiently and track invoices and payment activity in real time.
The Solution: Streamlined Payment Workflows With Kulturra
Kulturra worked closely with Tonna Mechanical to understand how its payment processor, gateway, Salesforce CRM, and ERP worked together. The team then established the required payment flows and Apex codes to align these systems and create a more efficient process for managing payment activity.
With Kulturra, Tonna Mechanical was able to move away from many of the manual workarounds that were previously required. Instead of relying on bulk exports and imports or creating adjustment invoices for certain payment changes, the team could perform key payment actions directly through connected Salesforce workflows.
Streamlined Payment Operations
Kulturra helped simplify everyday payment tasks, including:
Payment batching: Automating and streamlining the batching process instead of relying on manual steps.
Refunds and voids: Making it easier to process refunds and void transactions without creating unnecessary adjustment invoices or workarounds.
Payment adjustments: Giving the team a more efficient way to handle changes to payment transactions.
Invoice and payment tracking: Keeping payment activity connected to Salesforce so the team can track invoices and payments in real time.
System integration: Aligning the processor, gateway, Salesforce, and ERP processes to reduce manual data transfers and improve consistency.
Payments in the Field
Tonna Mechanical also uses Kulturra with the Salesforce Field Service (FSL) mobile app, allowing technicians to collect payments while working at customer locations.
This gives field technicians the ability to handle payment collection as part of their service workflow rather than requiring payment processing to happen separately after the job. By connecting field payment activity with Salesforce, Tonna Mechanical can maintain greater visibility into transactions while reducing additional administrative work for its office team.
Support Beyond Implementation
The Kulturra team also worked closely with Tonna Mechanical during implementation and onboarding, helping determine how its systems could work together to accomplish its goals. In addition to configuring the payment workflows, Kulturra provided resources that Tonna Mechanical could use to develop and maintain its internal standard operating procedures.
The Results: Greater Efficiency and Real-Time Visibility
With Kulturra, Tonna Mechanical achieved measurable improvements across several key payment processes:
100% efficiency gain in payment batching
50% efficiency gain in refunds and voids
100% efficiency gain in tracking invoices and payments in real time
The biggest improvement was in real-time tracking of invoices and payments, giving Tonna Mechanical 100% greater efficiency in monitoring payment activity as it happens.
The company also saw a 100% efficiency gain in batching, helping streamline a process that previously required manual work. Refunds and voids improved by 50%, reducing the effort involved in handling these payment adjustments.
Together, these results reflect a more efficient and streamlined payment process, with improved visibility into invoices and payments across Tonna Mechanical’s operations.
A Customer Partnership Built on Trust
For Tonna Mechanical, Kulturra delivered a more streamlined payment process, improved real-time visibility, and greater efficiency across batching, refunds, and voids. As Lauren Fumagalli-Porter, Marketing & Communications Manager at Tonna Mechanical, Inc., shares:
“The entire team that I have worked with at Kulturra was extremely knowledgeable on how to accomplish our goals. They quickly determined how to utilize all systems and were able to provide further resources for ongoing internal SOPs.”
Learn more and see how Kulturra can help connect payments with Salesforce, reduce manual work, and give your team real-time visibility into invoices and payments.
