Streamlined Data Entry Services and Tax Record Keeping for a Leading Memorabilia Provider

Streamlined Data Entry Services and Tax Record Keeping for a Leading Memorabilia Provider

Client Overview

The client is a leading memorabilia company that specializes in autographed celebrity items such as signed photographs, movie props, and collectible memorabilia.

The company operates across several sales channels, including their own website, e-commerce platforms, and through auctions. Their business model involves purchasing non-signed products, having celebrities sign them, and then selling these signed items at a higher value. This unique business has allowed them to gain significant market traction and attract high-value customers.

Challenges the Client Was Facing

1. Manual Data Entry and Inefficiency 

The client struggled with manually entering large volumes of invoices and order information into their accounting systems. The company has limited manpower. The CFO had the responsibility of handling time-consuming data entry. They were using QuickBooks and Avalara for accounting and tax reporting. As a one-person team managing everything, the CFO was tasked with ensuring all orders were processed accurately and tax compliant, which led to significant workload pressure.

2. Inconsistent Invoicing Systems Across Multiple Platforms

The client managed multiple sales platforms and faced challenges in consolidating data from these platforms. Each system produced invoices in different formats. This added complexity to the accounting process, especially with the need for accurate tax reporting. The client had to manage orders, track invoices, and ensure everything was reconciled correctly, leading to inefficiency in managing multiple systems.

3. Backlog of Invoice Data

With high volumes of orders, particularly during peak seasons, the client struggled with a backlog of invoice data. The volume of work, especially with daily orders coming from various e-commerce platforms, quickly accumulated. The lack of a streamlined process and manual data entry led to delays in recording the invoices for tax and accounting purposes, creating a backlog that needed urgent resolution.

4. Challenges in Document Management for Tax Purposes 

The company had to maintain both digital and physical records of all invoices, which meant manually downloading, printing, and scanning invoices. This process was cumbersome and time-consuming, especially when dealing with high volumes of invoices.

Why the Client Partnered with ARDEM

1. Data Entry Services for Accurate Record-Keeping 

The client needed a trusted partner to assist with data entry services and record-keeping for tax filing. They needed increased speed and efficiency in accurate record keeping. ARDEM’s data entry services ensured that their tax reporting was accurate and up-to-date.

2. Manual Yet Efficient Data Entry Services and Workload Management

ARDEM’s data entry outsourcing services seemed to be the best option to offload manual work to a trusted partner. This allowed the CFO to focus on strategic financial activities rather than being bogged down by time-consuming manual work.

3. Scalable and Flexible Business Process Outsourcing Solutions 

The client needed an outsourcing solution that could scale with their seasonal sales spikes. They trusted ARDEM TO quickly adapt and handle fluctuating invoice volumes, especially during high-demand periods. The client’s business saw seasonal spikes in sales, particularly around major auctions or limited-edition memorabilia sales. This led to an increase in invoice volume, with 500-600 invoices per week during high-sales periods. The high order volume, combined with manual entry and system limitations, made it difficult for the client to manage their accounting tasks efficiently.

4. Need for Clearing Backlog in Invoice Processing Data 

With high volumes of orders, particularly during peak seasons, the client struggled with a backlog of invoices. The volume of work, especially with daily orders coming from various platforms, quickly accumulated. The lack of a streamlined process and manual data entry by a single person led to delays in recording the invoices for tax and accounting purposes. This created a backlog that needed urgent resolution.

5. Consistent Invoice Management and Reconciliation 

The client’s orders were spread across multiple sales platforms which generated invoices in different formats. This created complexity for the accounting team, making it challenging to consolidate and process invoices correctly. The invoices from these platforms needed to be properly tracked and entered into the accounting software for accurate reporting. 

6. Improved Document Management and Compliance

One of the major challenges for the client was maintaining physical copies of invoices for tax and audit purposes. ARDEM’s solution enabled the client to store invoices digitally, reducing the need for paper filing and improving compliance with tax regulations.

How ARDEM Solved the Client’s Challenges

1. Clearing the Backlogs with Efficient and Accurate Data Entry Service

ARDEM’s team quickly addressed the backlog of invoices, processing them in a timely manner and ensuring that the client’s accounting system was up to date. The backlogged invoices were cleared within a short timeframe, enabling the client to focus on core business functions.

2. Data Entry Outsourcing Services for Accurate Record Keeping

ARDEM took over the manual invoice entry tasks, entering invoice data into QuickBooks and Avalara for tax purposes. This allowed the CFO to focus on more strategic aspects of the business. ARDEM has worked to ensure that the client receives daily updates on the progress of this process.

3. Scalable Solutions for Increased Invoice Volume

During peak sales periods, ARDEM scaled its services to handle the increased invoice volume. By processing 700-800 invoices per week during high-demand periods, ARDEM ensured that all orders were recorded accurately and in a timely manner.

4. Centralized Workflow for Invoice Management

ARDEM helped streamline invoice management by consolidating invoices from multiple sales platforms into one central system. This reduced the complexity of managing invoices and improved the overall accuracy of the data. 

How the Client Benefited from ARDEM’s Services

✅ Accurate and Timely Data Entry

ARDEM’s data entry services have an accuracy rate of 99.97%. It has allowed the client to offload the manual entry of invoice data and ensure that all transactions were accurately recorded for tax reporting.

✅ Improved Operational Efficiency and Cost Savings

ARDEM’s data entry services streamlined the client’s invoice processing and record-keeping tasks. This allowed the CFO to focus on more value-added activities. This led to improved operational efficiency and significant cost savings.

✅ Backlog Resolution and Timely Tax Compliance

With ARDEM’s help, the client was able to clear the backlog of invoices quickly and ensure that all invoices were entered into the accounting system for tax reporting. This helped the client avoid delays in tax filing and ensured compliance with tax regulations.

✅ Scalable and Flexible Solutions

ARDEM’s ability to scale its services during high-demand periods allowed the client to manage fluctuating invoice volumes effectively. The client could now handle seasonal sales spikes without needing to hire additional internal resources.

✅ Streamlined Invoice Management Across Multiple Platforms

ARDEM consolidated invoices from multiple sales platforms, ensuring that they were entered into the accounting system accurately. This streamlined the invoice management process and improved data accuracy.

✅ Enhanced Document Management for Tax Filing 

By digitalizing the invoicing process, ARDEM improved the client’s document management system. The client could now easily access invoices without the need for physical filing, reducing administrative overhead and improving tax compliance.

✅ Potential for Future Expansion and Ongoing Support 

As the client recognized ARDEM’s effectiveness in managing data entry, discussions began for further collaboration. The client expressed the need for additional support, such as downloading invoices from e-commerce platforms directly into Dropbox.

The client has to manually log into the e-commerce accounts to download invoices, print them as PDFs, and then file them physically for tax purposes. Instead, ARDEM can handle this entire process—downloading invoices, saving them in Dropbox, and providing the client with immediate access to all files in digital format. This solution would further reduce manual data entry and enhance compliance by keeping records in a secure digital format.