How Advisor360° cut their intake-to-pay cycle by 50%

At Advisor360°, the finance team runs lean—but their ambitions? Not so much. Supporting a 500-person company, the team is responsible for vendor management, procurement, accounting, FP&A, and more. 

To do that, they needed better tools—and less friction.

“We were using Zip for procurement and Agiloft for contract management,” said Ryan Williams, who oversees vendor relationships and procurement at Advisor360°. “Both tools added friction to the process. Previously, we had duplicate approvals, slow turnaround times, and no real visibility into vendor spend history.”

Procurement delays didn’t just slow down vendor onboarding—they bogged down finance operations overall. 

"Previously, we had duplicate approvals, slow turnaround times, and no real visibility into vendor spend history."

Critical details needed to approve a PO—things like historical payment amounts or dates of the most recent invoices—weren’t accessible in Zip. Instead, teams needed to cross-reference the ERP, Concur, and then return to Zip to fill the information out. There was no single source of truth. 

To make matters worse, actually approving that PO required multiple duplicative steps. Department heads dreaded the process, which resulted in them putting it off—ultimately contributing to sluggish turnaround times. 

On the AP side, the situation wasn’t much better. Advisor360° used Concur to manage bill pay, but the lack of automation and poor integration with their ERP made processing invoices so labor-intensive it required a dedicated full-time role.

“With Concur, everything was a manual import because of how poor the sync with our ERP was,” said Zach Doyle, Accounting Manager. “Bills were manually coded for each important area, taking at least 2 minutes each. We had to manually select the GL, Department, Vendor, and create a separate approval flow. The only thing that autocoded was the amount,” recalled Doyle.  

Additionally, the system was so clunky it took the team multiple clicks to navigate and do anything. “I can only imagine what our reviewers felt like,” said Doyle.

“I can only imagine what our reviewers felt like.”

The finance team needed a solution that would not only unify procurement and payables but also give them the speed, visibility, and control they needed to operate strategically.

"Our business is built on providing our clients innovation and efficiency. We wanted the same from our internal procurement and payment system,” said Doyle.

When it came time to renew Zip, the team at Advisor360° paused. Ramp was already powering their corporate cards and reimbursements. Could it handle their procurement needs too?

They put Ramp to the test. Within just a few weeks, they had fully migrated their procurement workflows into Ramp—including contract requests, approvals, and renewals. The impact was immediate.

Turnaround time for approvals dropped from an average of 10 days to just 5.5. The improved UI, one-click email approvals, and easy visibility into vendor history provided by Ramp made it easier for stakeholders to approve requests quickly and confidently. 

“With Ramp, everything lives in one place,” said Williams. “You can click into a vendor and see every transaction, invoice, and contract. That didn’t exist in Zip. It’s made approvals much faster because decision-makers aren’t chasing down information—they have it all at their fingertips.”

“And, when someone’s reviewing a vendor renewal, they can see how much we paid last year, when the last invoice came in, and how much it was—all directly in Ramp, right from the request email.”

The team has now processed more than 230 contract requests in Ramp—including software, events, and even purchases like office snacks and summer parties.

"It’s made approvals much faster because decision-makers aren’t chasing down information—they have it all at their fingertips."

And because employees found Ramp so easy to use, it was quickly adopted across departments. “We’ve received numerous requests from marketing, sales, engineering, product, and everything in between,” Williams said. “So the entirety of our internal teams are submitting through Ramp.” 

AP, automated

With Ramp Bill Pay, the team automated large parts of their AP workflow. Invoices are now auto-coded, approvals are faster, and everything flows cleanly into Campfire, the company’s ERP. 

“What previously took us at least 2 minutes with Concur now only takes us 10 seconds, if that, with Ramp Bill Pay due to the automated coding and system flow,” shared Doyle.

That’s led to cutting AP processing down by 50%—and Advisor360° needing fewer resources to do it.

”With the efficiencies gained from Ramp's Bill Pay, AP is no longer a full time job. Our staff accountant can now spend less time on manual processing and more time on strategic work like cash management, and other general ledger work," said Doyle.

"AP is no longer a full time job. Our staff accountant can now spend less time on manual processing and more time on strategic work like cash management, and other general ledger work."

Even better? Ramp’s automation allows the team to sync invoices to Campfire as soon as they are routed. Instead of spending half a day compiling, coding and reviewing accruals for in-flight invoices, the invoices are already in Campfire—and reviewed alongside the rest of the expense data. 

“This cut down on more than 80% of the accruals we make each month, and allows for expense review to begin on day two of close,” said Doyle.

The team also leaned into Ramp’s Bill Pay by card functionality. That change allowed the team to put vendor payments on Ramp cards and earn cash back in the process.

“We earned enough cash back to fully offset the cost of Ramp,” said Doyle. “That’s money we’ve used to fund employee events, snacks, and office perks. It directly improves the employee experience.”

And while the “golf simulator” the team joked about hasn’t materialized (yet), the ROI is real. 

“In our first year we’ve exceeded $40,000 in cash back alone,” said Doyle. “This isn’t just a few lunches or office supplies, this is real, meaningful money.”

"In our first year we’ve exceeded $40,000 in cash back alone. This isn’t just a few lunches or office supplies, this is real, meaningful money."

With features like advanced approval workflows, advanced rules, and amortization, Ramp Plus has given Advisor360° the ability to maintain strong controls while staying agile. Every new workflow is a chance to refine and improve—thanks to the tools now within its reach.

“Ramp gave us a reason to rethink how we work,” said Williams. “We removed redundant steps, redesigned our process flows, and made it easier for people to get what they need—without sacrificing oversight.”

“If Ramp went away tomorrow, it would make everyone’s life harder,” said Williams. “We’d probably have to go out and find two or three different tools just to match the functionality we get today.”

“I’ve never seen a company so reliably push impactful features week after week,” said Doyle. “I can’t think of a better tool for lean finance teams looking to scale.”