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Fox Theatre is a historic 4,665-seat venue in Atlanta that has hosted performances and events since opening on Christmas Day in 1929. Today, the organization produces more than 300 events annually, ranging from Broadway shows to concerts and private events.
Faustina Brooks, CPA, CGMA, EMBA, Director of Finance, leads accounting operations, compliance, and financial reporting. With a team of seven, including part-time staff, she oversees accounts payable (AP) and invoice processing for a high-volume, event-driven organization where timely payments are critical to maintaining supplier relationships and operational continuity.
Before AvidXchange, Fox Theatre’s AP was entirely manual and heavily dependent on paper. Invoices were printed, coded, and physically routed across a 250,000-square-foot facility for approvals, often requiring multiple signatures from stakeholders working different schedules.
The process created delays, increased administrative burden, and introduced risk. Duplicate, handwritten invoices from supplier were difficult to detect, and years of paper records had to be stored offsite for audit compliance, making document retrieval time-consuming and inefficient.
“It looked like ancient times… everything was 100% paper-driven,” said Brooks.
As invoice volume fluctuated with event demand, the strain on the team continued to grow. The urgency to modernize became unavoidable when COVID-19 disrupted normal operations.
When offices closed and suppliers could no longer send paper invoices, the process broke down, putting payments and supplier relationships at risk. For a theatre that relies on outside suppliers for equipment, materials, and services, delayed or inconsistent payments could lead suppliers to pause deliveries or services until invoices are resolved.
“This was my most critical process that could not stand a disruption,” noted Brooks.
Fox Theatre implemented AvidXchange in 2020 during the challenges of COVID, accelerating a long-standing plan to modernize AP through a fully remote implementation.
By shifting to a centralized, digital workflow, the theatre eliminated its reliance on paper and manual routing while preserving its existing approval structure. Invoices are now captured electronically, routed through configurable workflows, and approved from anywhere.
Key capabilities include automated invoice capture and coding, multi-level approval workflows, remote approvals, duplicate invoice detection, and cloud-based storage with a full audit trail. Integration with Sage Intacct provides a seamless connection between invoice processing and payment execution.
Brooks emphasized the ease of implementation: “We did this remotely… it was a very seamless process. The AvidXchange team was amazing.”
With structured training and documentation in place, the team adopted the software quickly. With guidance from the AvidXchange team, the training approach made it easy for staff to get comfortable with the platform and created a clear path for onboarding new teammates, helping ensure continuity as the organization evolves.
With AvidXchange, Fox Theatre now processes up to 1,000+ invoices per month through a streamlined AP workflow that eliminates manual processing and scales with demand.
What was once a paper-heavy process requiring physical routing, manual entry, and offsite storage is now completed in minutes. Invoice capture now takes less than five minutes. Approvals happen digitally from any location, and the team no longer spends time tracking down signatures or managing paper files. The result is a faster turnaround and significantly reduced administrative burden.
A more efficient invoice approval process has strengthened supplier relationships too, particularly with small and local vendors who rely on timely payments. And automation now supports the theatre’s payment process, enabling uninterrupted payment practice.
Built-in controls, including duplicate invoice detection and structured workflows, have improved accuracy while reducing risk. A complete digital audit trail has transformed audit preparation, giving the team immediate access to documentation and greater confidence during audits.
“Auditors were very impressed… this was a win-win,” said Brooks.
With cloud-based access, the team operates effectively in a hybrid environment while strengthening security and reducing exposure to fraud and data risk. Leadership can approve invoices from anywhere, maintaining visibility and control without slowing down operations.
The team ensures suppliers are paid on time and remain part of the collaborative, creative ecosystem behind each event. At the same time, staffing changes do not disrupt invoice processing, as workflows and access remain consistent across the team.
The result is a more resilient, scalable AP workflow that supports ongoing growth and ensures this historic theatre is prepared for future disruption without compromising operations.
“We did this remotely… it was a very seamless process. The
AvidXchange team was amazing.”
