One Fine Collective case study banner for larger devices

Automation simplifies complex manual invoicing for Sydney exhibition business

One Fine Collective is a Sydney-based event company that curates aspirational lifestyle exhibitions for the baby and wedding sectors. Since 2013, the business’ large-scale fairs have aimed to connect stylish, creative vendors with consumers seeking premium, innovative products and services. Notable annual events include One Fine Day Wedding Fair, One Fine Baby Fair, and One Fine Day Bridal Market.

The Situation

With a small, but effective, team of ten managing a sequence of large fair events across Australia and abroad, One Fine Collective (OFC) were keen to identify time-saving sequences to optimise their operations. After consultation with Dexterous, it was agreed automating time-consuming manual tasks would ensure vendors received premium customer management, whilst freeing the team to focus on organising quality events that served their brand vision.

Prior to automation, OFC staff would manually invoice every fair vendor in three staged instalments before an event. For every registered vendor, an employee would track the stall holder’s payable invoices in a project management tool. Every vendor, for every event, has a different payment schedule based on their chosen stall package, “add ons”, and event date. This detailed and complex tracking process combined with the menial task of dispatching bills on time meant invoicing had become laborious and ripe for accidental human delay or error. Therefore, this process was prime for improvement.

The Solution

Dexterous recommended to apply Dexter – our fast and friendly bot – to streamline the manual invoicing process for OFC. Led by Client Manager Kate Gow in consultation with Dexterous’ inhouse software developer, Dexterous was able to customise an automation process to solve OFC’s specific business needs. Dexter is now set to:

  • Export vendor registration information from OFC’s project management tool (Monday).
  • Convert this data ready for import to OFC’s finance system (Xero). Data is organised by event date, and the ordered instalment process dictated by the vendor’s selected stall package and “add ons”.
  • Then, invoices are automatically generated and dispatched to vendors by Xero correctly and on time.

Ongoing Outcome

OFC are excited to start utilising this new automated invoice system as they launch their 2022 sequence of fairs and events.

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