How a Global Beauty Products Manufacturer reduced invoicing errors and contingent workforce turnover with Conexis VMS

The Challenge

Managing a contingent workforce is incredibly complex.

It involves sourcing and managing a huge number of contingent workers, as well as implementing a wide range of processes - from sourcing and vetting staffing vendors, onboarding, assignment management, project management, offboarding, analyzing vendor performance, time entry, invoicing, payments, and much more.

This becomes even more complex when a business has a large number of temporary workers and independent contractors that are spread across multiple business units and locations.

That was the case with “The Global Beauty Products Manufacturer”, which had thousands of non-employee workers a day throughout the year, with widely varying job roles and ways of charging for their time, causing serious billing and payroll issues. 

To make this even more complex, the organization had no real centralized or standardized way of managing staffing agencies and contingent workers across the entire business. 

Instead, hiring managers across The Global Beauty Products Manufacturer had multiple lines of business and each one was struggling to perform their contingent workforce management tasks. They were spending significant amounts of time managing their open jobs, staffing agencies, and using manual spreadsheets, paper timesheets, and doing this all via emails and phone calls.

This resulted in The Global Beauty Products Manufacturer struggling with a complete lack of visibility and control over the business’s entire contingent workforce program, including both workers and staffing agencies.

As a result, The Global Beauty Products Manufacturer was having trouble managing the worker's procurement lifecycle and was experiencing constant timesheet and invoicing issues. In addition, each part of the business was setting its own rates, meaning the company had no central data repository to help them drill down and understand the true cost of their non-employee workforce.

The business was at a loss for how to best gain control of, and resolve, these challenges.

The Solution

With a huge number of challenges impacting The Global Beauty Products Manufacturer’s contingent workforce, the business started to suffer as a result.

Workers were extremely frustrated, and quitting, since they were not getting paid on time. This was due to all of the invoicing errors that the company was experiencing, largely because of the process of using paper time sheets as well as relying on their staffing agencies to supply accurate invoices. 

This was the turning point for the organization. They knew that to keep their contract workers, they would have to find a solution that addressed the issues they were experiencing within their temporary workforce.

At this point, The Global Beauty Products Manufacturer turned to the help of Conexis VMS due to its unique ease of use, as well as its fully automated time entry, approval management, and invoicing module, which meant they would never again experience invoicing errors and could process timesheet approvals on time every week.

In addition, The Global Beauty Products Manufacturer was able to gain complete visibility and control over its contingent workforce across all its locations. 

Conexis VMS transformed the company’s contingent workforce program (from what was a decentralized and invisible part of their business) by consolidating and centralizing all temporary worker and staffing agency data in one location. 

In addition, Conexis VMS also used its built-in API to connect all contingent workforce data with other relevant systems across the business, allowing for the seamless flow of all workforce data to further improve visibility and control.

So, how has all of this helped improve the company’s contingent workforce? Let’s find out!

The Outcome

Since implementing Conexis VMS across its entire organization, The Global Beauty Products Manufacturer has eliminated all of the time submission, approvals, and invoicing issues they were experiencing, and they have also gained complete visibility and control over the sourcing and management of temporary workers across all locations.

The Global Beauty Products Manufacturer now has the data it needs to successfully manage its contingent workforce across the entire business. This has resulted in significant benefits for the business, including:

• Turnover has been significantly reduced.
• Invoicing errors have been eliminated – a 5.2% savings.
• Contingent worker no-shows are down dramatically.
• Significant cost savings across the entire organization.
• Reduced turnover has resulted in a significant improvement in customer satisfaction.

With that in mind, the company has realized both soft and hard savings from the implementation of Conexis VMS.

Through reduced errors, improved efficiencies, cost savings, and the ability to make better staffing agency decisions, The Beauty Products Manufacturer is now perfectly positioned to achieve its business goals.