Frequently Asked Questions
What is Beanworks?
Beanworks is a cloud-based solution providing private clubs a cost-saving accounts payable automation software that is streamlined and paperless, easy to implement, flexible and user-friendly. Beanworks is an automated accounts payable solution that you use via a secure Internet connection. There is no need to commit to and purchase a software package, have it configured, installed, and maintained by an IT department — just use a simple, subscription-based arrangement with easy setup with no long term contract to sign. (See About – The Product for more details).
How does Beanworks interact with my accounting system?
The integration is accomplished with a simple transfer of files back and forth. File transfers are as easy as attaching a file to an email. (You already know how to do it)
What accounting systems does Beanworks integrate with?
Currently we work with the Clubessential, Jonas and Northstar Club Management systems.
What happens to my data if Beanworks goes out of business?
While we are not anticipating the demise of Beanworks, we understand this concern with any cloud based solution. Most of our clubs transfer copies of their invoices on a regular basis to their own file servers free of charge. We'll show you how to do this during the initial training.
Will Beanworks reduce my staff?
We can’t guarantee that you will reduce staff using Beanworks. However, we can guarantee that you will reduce administrative work hours – and redirect those hours to more productive tasks by the existing staff.
Will my auditors approve this system?
We have found that auditors prefer, and recommend, this type of system. During your audit, simply give your auditors "view only" access to the system and they can find everything they need. Some clubs have told us that their audits are easier now with Beanworks.
Does Beanworks do anything to prevent fraud?
An effective method of fraud prevention is a separation of duties. With Beanworks we can ensure that all invoices are approved by someone other than the person cutting checks. We can also ensure that large payments go through multiple approvals before being paid. With proper separation of duties in place a club can greatly reduce their risk of fraud.
Our club prints a lot of manual/immediate checks, will this be a problem?
While we encourage you to send all invoices through BeanworksAP we understand there is always a need for a check to be cut immediately - and this is not a problem. Simply cut the check from your accounting system and then enter the invoice into Beanworks.
What about paper invoices, how do I process those?
We understand that not all vendors will be able to supply electronic invoices. Once you are fully up and running you will find that more than 85% or your vendors will participate in providing electronic invoices (that's the average participation rate). The vendors who do not participate can continue to mail or drop off invoices at the club and your AP staff can use any scanner to create a PDF and upload the invoices right into Beanworks to start the workflow. At that point you can let the Beanworks coding team start the workflow process, or your can start the process yourself - whichever your prefer.