Case Study
JMC
JMC
Industry: Transport & Logistics, 350 Employees
Products: TraX Foundation...
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Tri Equestrian has been a trusted name in Ireland’s equestrian retail industry for over four decades. Based in the heart of Co. Kildare, they distribute equestrian supplies nationwide, operating a successful retail store at the Curragh. With a commitment to providing high-quality products and exceptional service, the company has grown from a small local supplier to one of the leading equestrian retailers in the country.
Managing accounts payable for a high-volume business presented significant challenges, with manual processes consuming valuable time. In a bid to enhance efficiency, Tri Equestrian implemented the TraX Electronic Document Management and Accounts Payable Automation solution from Enterprise Imaging Systems.
We spoke with Mary Cullen, Head of Accounts at Tri Equestrian, to learn about their experience before and after implementing TraX.
Before TraX, Tri Equestrian’s accounts team handled everything manually. Invoices arrived via email or paper, and staff manually entered between 600–1,000 invoices per month into their accounting system. Every invoice required verification, approval, and processing—a time-consuming, paper-heavy workflow.
“I’ve been here 13 years, and that’s how it’s always been,” says Mary. “We were managing, but the sheer amount of paper showed us how inefficient our system was.”
When a team member left, the remaining two-person accounts team struggled to keep up with the workload. At the same time, Tri Equestrian’s business owner saw other companies digitising their processes and realised there had to be a better way.
After researching digital solutions, Tri Equestrian chose Enterprise Imaging Systems’ TraX Document Management and Accounts Payable platform to streamline their document management and accounts payable process. The TraX solution also had the added benefit of integrating seamlessly with their Intact iQ ERP system, providing a centralised solution for managing invoices.
“We now manage the process rather than handling endless paperwork,” explains Mary. “The system takes care of the data entry, and we focus on verification and approvals instead.”
Since implementing TraX, the team has dramatically reduced the time spent on invoice processing.
“Previously, someone could spend two hours a month just filing documents. That’s gone now. Nobody wants to do work like that anymore,” says Mary. “As a business grows, you don’t have time to waste on manual tasks.”
By digitising invoices and eliminating paper records, Tri Equestrian has saved on printing, storage, and manual filing costs.
“We no longer have to store reams of folders or spend time searching for missing invoices. Everything is accessible at the click of a button,” Mary notes.
With TraX’s automated invoice processing, data is accurately captured, reducing manual errors. While around 15% of invoices still require manual verification (mainly due to pricing discrepancies), the system ensures these are flagged for review rather than slipping through unnoticed.
“It’s reassuring to know that pricing issues are caught early. It actually helps us maintain better supplier relationships,” Mary explains.
Tri Equestrian’s ERP system, Intact iQ, integrates effortlessly with TraX, ensuring smooth transaction flows from invoice capture to payment approval.
“The implementation process was excellent. The Enterprise Imaging Systems team really knows Intact iQ inside out, which made the setup seamless,” Mary says. “Bill in particular has a masterful brain for this—his knowledge added so much value to the process.”
One of the key advantages of working with Enterprise Imaging Systems has been their exceptional customer support.
“Whenever we have an issue, Donal and the team resolve it quickly—usually the same day,” says Mary. “It’s great to have a local software company that’s responsive and understands our needs.”
Encouraged by the success of the initial rollout, Tri Equestrian plans to extend TraX to its Northern Ireland branch. Additionally, they are excited about the upcoming automated statement reconciliation feature, which Mary believes will be a game changer for managing multiple supplier payment runs.
“Once we roll out automated statement reconciliation, it will take our efficiency to the next level,” she says.
Absolutely.
“I’ve worked in accounts for 20 years, and this is a fantastic solution,” Mary says. “It doesn’t eliminate the need for oversight—you still have to manage transactions—but it makes the job so much more efficient.”
She emphasizes that while business owners may expect automation to cut manual work to near zero, the real benefit is in optimising staff time and enabling them to focus on higher-value tasks.
“Instead of spending hours entering data, we now focus on verifying discrepancies and ensuring accurate payments. It takes away all those headaches. In that regard, it’s brilliant,” Mary concludes.
Conclusion
By implementing TraX Electronic Document Management and Accounts Payable Automation, Tri Equestrian has transformed its accounts payable process—reducing paper reliance, improving efficiency, and gaining greater financial control.
For businesses facing similar challenges, TraX offers a proven, seamless solution that delivers real-world results.
Enterprise Imaging Systems (EIS) are the information management experts. Our electronic document management, scanning and accounts payable automation solutions make fast work of paperwork and make accounting a breeze, freeing you and your team up to focus on business growth.
