A little bit of context

Located in Québec, Panier Extra is an independent grocery store known for its local and personalized management. Like many businesses, it has to juggle a high volume of invoices, payment tracking, and supplier management. These administrative tasks took up valuable time, often at the expense of strategic priorities.

In 2024, Julie-Sarah Leblanc-Vézina, the Director of Administration, decided to optimize accounting management to eliminate repetitive tasks. In September, she integrated Aleop into her daily routine, transforming the way she works. 

The company’s challenges

Before Aleop, managing administrative tasks was a real headache. Julie-Sarah spent every Thursday entering and processing invoices, a long and tedious process that prevented her from focusing on other responsibilities. 

With a large volume of paper and digital invoices, printing, filing, and manual transcription increased the risk of errors and slowed down operations. Fridays were then dedicated to payments, further adding to her workload. It became urgent to find a solution to automate tasks and optimize her time. 

An impressive time save

"Last Monday, I arrived with 74 invoices to process. Thanks to Aleop, I finished in 2 hours. If I had to do everything manually, it would have taken me at least 2 days!" shares Julie-Sarah.

This time-saving of nearly 90% transforms her work weeks, allowing her to focus on essential responsibilities, such as analyzing operations or managing human resources. 

"Aleop is much more detailed and faster than manual entry. I’ve easily reduced more than half of the time spent managing invoices." 

In addition to its speed, Aleop offers better accuracy. "Aleop detects duplicates and alerts me immediately, which prevents me from paying an invoice twice."

Document management is also much smoother. "I can retrieve my documents directly from Aleop, without having to search through a pile of invoices."

A tool that replaces the need to hire 

Julie-Sarah considers Aleop a more cost-effective solution than hiring an employee. "For an independent grocery store, it's an ideal tool. It's like having an employee that's always available, with no need for training or absence management."

She adds, "With Aleop, one person is enough to do the work of two. After the first year, only the subscription fees remain, and it's much cheaper than a salary." 

Promising prospects

Having already significantly reduced her management time and improved efficiency, Julie-Sarah still sees potential in Aleop. "My next step is to leverage financial indicators, such as analyzing ratios by product groups, sales, and losses, to better understand and use this information to optimize our operations." 

With Aleop's analytics tools, she will be able to track her cash flow in real time, compare the performance of different product categories, and monitor cumulative revenue trends.

An essential tool for SMEs 

Panier Extra's experience demonstrates how the right solution can transform a small business's administrative processes. By eliminating repetitive tasks, cutting costs, and streamlining management, Aleop has become much more than just a tool—it’s a strategic ally.

Software designed to simplify the daily life of managers 

“These are the kinds of software that make everything so much simpler and faster,” says Julie-Sarah. In just a few months, Aleop has become essential to her daily work. “This software is now my go-to, and I couldn’t do without it. There would be no other option for me. A tool like this truly simplifies my everyday life.” 

Results

• 90% time saved on invoice management.
• The equivalent of an employee always available.
• Avoid duplicates when making payments to suppliers