Verify & Allocate

Emergense V&A (Verify and Allocate) checks the validity of charges and ensures correct cost code allocation for budget management. It typically saves clients over 8% on all reactive job costings.

Nickleby's Emergense V&A is an online hosted service, so there is no software to install or maintain on-site, and can be accessed by anyone using a suitable browser. It can be helping you control and reduce costs from day one.

Emergense V&A module features:

  • Speeds up invoice processing while improving the quality and detail of checking - a single operator can action over 300 invoices a day
  • Optimised for batch processing
  • Automated checks and notifications
  • Issues identified with one job do not affect the rest of the batch
  • Paperless system
  • Dynamic link to Emergense Helpdesk for job history (full audit trail)
  • Dynamic link to Emergense HSDIL to validate work orders (compliance)
  • Communications between operator and contractor recorded within the system (full audit trail)
  • Individual jobs can be referred for decision if required
  • Purchase Order auto-generates on approval of batch (speeding up payment)
  • Full training and support given

Emergense V&A gives admin clerks the tools and information to check contractor charges. 
The software prompts the clerk to interrogate specific jobs by highlighting all those that don't adhere to contractual rules you have agreed with your suppliers (these are embedded in the system) or trigger other areas of concern - e.g. when two service requests fall too close together, suggesting the initial job did not fix the problem.

If the clerk finds a problem, they can refer the costed job back to the contractor, or on to a maintenance expert (such as our Regional Facilities Managers) or the budget holder. All responses are recorded in the system, providing a full audit trail prior to payment authorisation.

By keeping things simple, the system captures high quality data without requiring specific expertise. This also speeds things up for contractors, as once through the V&A process, they can submit an invoice knowing that there are no further likely delays to processing that payment. The average pay cycle is reduced to less than 21 days.

Call us now to transform your invoice management.

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