Southwest Local School District (SWLSD) was facing a growing challenge: how to modernize their purchasing and invoicing systems without adding complexity to staff workflows. Like many public school districts, their legacy processes relied heavily on paper, which slowed down purchasing, introduced errors, and created unnecessary administrative burdens.
By implementing Euna Procurement’s Marketplace and Invoicing modules—fully integrated with the district’s ERP—SWLSD created a connected, digital system that simplified operations from requisition to payment. The result: faster approvals, fewer errors, and a more efficient way to manage purchasing and payments across the district.
Marketplace
Challenges: Manual Workflows Added Days to the Process
Before switching to Euna Procurement, SWLSD relied on a paper-based process that slowed down purchasing and created extra work for staff. Teachers submitted handwritten requisitions from static catalogs that secretaries had to re-enter into the system, and approvals moved through disjointed, manual workflows—making it difficult to process orders efficiently or without errors.
- Teachers and staff submitted handwritten requisitions, which secretaries had to manually retype into the system, creating extra work and increasing the chance of errors.
- Staff relied on outdated paper catalogs and handwritten order forms, making it time-consuming to find products and slowing down purchasing.
- Procurement approvals took multiple days to complete, as each requisition passed through fragmented, paper-based workflows involving several manual touchpoints.
“Teachers used to fill out paper requisitions, which secretaries then had to type into the system. That added days to the process.”
— Roger McGregor, Treasurer
Action: Steps Taken to Implement Euna Marketplace
To streamline purchasing, SWLSD implemented the Euna Procurement Marketplace and integrated it with their ERP during a district-wide effort to modernize financial operations. As part of a broader ERP conversion, the district evaluated how to improve procurement and reduce administrative burden, leading them to adopt a connected Marketplace solution.
- SWLSD identified long-standing inefficiencies in its paper-based procurement process and aligned district staff on the goal of transitioning to a fully digital workflow.
- The Marketplace was configured to sync in real time with SWLSD’s ERP system, ensuring purchase data instantly transferred into financial records without re-entry.
- Key vendors were brought into the Marketplace, providing staff access to pre-negotiated pricing and digital catalogs directly within the system.
- Staff across the district were trained to shop, submit, and approve purchases online, eliminating the need for handwritten requisitions and manual approvals.
Results: 25% Cost Savings were Achieved with Euna Marketplace
“Now, teachers shop like they would at home. The system automatically applies contract pricing.” Roger McGregor, Treasurer
The transition to a digital Marketplace eliminated the need for paper requisitions and manual data entry, allowing procurement tasks to be completed more efficiently and transparently. Teachers could easily browse approved vendor catalogs, and approval chains moved faster thanks to automated workflows tied directly to the district’s financial system.
- In 2024, SWLSD processed over 1200 orders entirely through the Marketplace system, demonstrating full adoption of digital procurement.
- The district tracked over $315K in total spend through the Marketplace, providing complete visibility into procurement activity.
- AI-powered savings recommendations within the Marketplace helped SWLSD save 25% on eligible purchases compared to baseline pricing.
- Procurement approvals became 60% faster with Euna Marketplace, drastically reducing turnaround times and freeing staff to focus on strategic priorities.
Invoicing
Challenges: Paper Processes Bogged Down Workloads
SWLSD’s invoicing process, much like its procurement system, relied heavily on paper. Staff manually keyed in invoice details, which increased the risk of data entry errors and slowed down payments. Physical copies of invoices were stored in file boxes, making it difficult to locate specific documents during audits or payment reviews. Matching invoices to purchase orders or receipts required a time-consuming manual process, especially when payments were bundled in large batches.
- Accounts Payable staff had to retype invoice details, leading to frequent delays and increased chances of clerical errors.
- Invoices were printed and physically stored in boxes, making document retrieval time-consuming and inefficient.
- Each payment cycle required staff to manually match, rekey, and process hundreds of invoices per batch, creating a repetitive and high-effort workload.
“Before, we were filing stacks and stacks of invoices. If we needed to find one, it was a nightmare.”
— Roger McGregor, Treasurer
Action: Steps Taken to Implement Euna Invoicing
To solve these challenges, SWLSD implemented Euna Invoicing as part of its district-wide move toward operational efficiency. The team aligned internal workflows with the new software and trained staff on the updated digital process, ensuring smooth adoption across departments.
- The district configured the system to align Euna Invoicing with its existing payment approval processes, reducing disruption.
- Suppliers were brought into the fold to submit invoices digitally, eliminating the need for mailed or emailed PDFs.
- Invoices were automatically matched to purchase orders and receipts within the ERP, significantly cutting down on manual verification work.
- Staff received training and support to learn how to process and track invoices entirely online, improving accessibility and accuracy.
“We no longer need to print and store invoices—everything is digital and easily accessible.”
— Roger McGregor, Treasurer
Results: Automated Invoicing Removed Bottlenecks
The shift to Euna Invoicing delivered clear results across SWLSD’s finance team. The district no longer prints or manually files invoices, and staff can access any invoice instantly within the system. Automation has replaced repetitive matching tasks, allowing staff to focus on higher-priority work.
- 2,821 invoices were processed through Euna Invoicing in 2024, representing full system adoption.
- Invoices are now processed without manual rekeying, printing and routing, or sorting.
- Paper invoices were fully eliminated, removing a key bottleneck in the district’s financial workflows.
- The ERP integration enabled real-time tracking, giving leadership instant visibility into outstanding payments and vendor activity.
Conclusion
SWLSD’s success highlights how integrating procurement and invoicing into a standardized workflow reduces inefficiencies, improves financial oversight, and allows staff to focus on their core responsibilities.
The shift to a digital procurement and invoicing system had a measurable impact across the district. Purchasing approvals that once took days were reduced significantly, administrative workloads eased, and staff could access accurate, real-time information within a centralized system.
As a result, the district processed more orders and invoices with less effort—freeing up time and improving financial accuracy.