Rancho Mission Viejo

Construction Firm Transforms AP with Automation

Industry

Construction

Company Size

60 Accounting System

Sage

About the Company

Rancho Mission Viejo is an active ranch and master-planned community located in unincorporated South Orange County, California. The land is managed by Rancho Mission Viejo, LLC, a privately held, family-owned and -operated company that has been stewarded by members of the O’Neill/Moiso/Avery family since 1882. This historic land, once spanning over 200,000 acres, has evolved to include notable communities and destinations such as Ladera Ranch, Las Flores, Mission Viejo, Rancho Santa Margarita, and regional landmarks like Caspers Wilderness Park and Starr Ranch Audubon Sanctuary.

Today, development on The Ranch is led by Rancho Mission Viejo, LLC in partnership with DMB Associates, a diversified real estate company. The community offers a blend of thoughtfully designed homes and an array of amenities, including parks, scenic walking trails, fitness and recreational facilities, and expansive preserved open space through The Nature Reserve at Rancho Mission Viejo.

Farzana Sarpas is a staff accountant at Rancho Mission Viejo. Her primary duties include handling all accounts payable (AP) tasks and performing month-end accounting work.

The Challenge

Rancho Mission Viejo relied on inefficient, paper-based AP processes, requiring vendors to submit invoices by mail or in person for manual entry into Sage. Invoices were then physically routed in folders for approval, often causing delays if approvers were out of the office. Once approved, checks were cut in-house, matched with invoice backups, mailed to suppliers, and stored for at least five years, consuming valuable space. The entire invoice and payment process took the AP team three weeks each month. Recognizing the need for greater efficiency, the CFO sought a solution to reduce administrative burdens and streamline operations.

The Solution

Rancho Mission Viejo implemented AvidXchange’s purchase-to-pay solution for construction to help streamline AP processing. The system digitizes invoice receipt and automates data entry using optical character recognition (OCR) and machine learning for greater accuracy. After a quick review, invoices are seamlessly exported to Sage, a key factor in the CFO’s decision to adopt AvidXchange. The platform also automates supplier payments, reducing the time spent on manual check processing and offering payments electronically or via virtual credit card.

The Results

With AvidXchange, Rancho Mission Viejo processes invoices and payments in minutes to an hour, significantly reducing administrative work. This has allowed Sarpas to focus on strategic initiatives, such as optimizing the team’s tech tools. Digitized invoice submission, automated coding, and streamlined approvals have improved financial oversight and reduced delays, as approvers can now review invoices remotely. Automating payments has also cut costs on check stock, paper, and storage while increasing efficiency. Suppliers appreciate the convenience of digital invoicing, making the transition beneficial for everyone.

"AP automation means less paper cuts, less strain on the keyboard, and more time to focus on tasks that are not administrative. It’s great!"

Farzana Sarpas, Staff Accountant, Rancho Mission Viejo

Construction Firm Transforms AP with Automation

Industry

Construction

Company Size

60

Accounting System

Sage

About the Company

The Challenge

The Solution

The Results

Automating your AP is within reach

Solutions

Integrations

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Resources

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