Eftsure provided Aroma Joe’s with the visibility and assurance needed to safeguard vendor payments, reduce manual effort, and mitigate the risk of payment fraud.
Overview
Founded in 2000 and headquartered in Scarborough, Maine with almost 130 locations across Maine, New Hampshire, Massachusetts, Pennsylvania, Florida, Rhode Island, Connecticut and New York. Aroma Joe's is a local destination for handcrafted coffee and espresso drinks, unique infused blends, signature AJs RUSH® Energy Drinks and all-day food offerings served in a friendly and upbeat environment. Aroma Joe's is positively impacting people with passion, caring and a commitment to excellence throughout every shop and community. For more information and for franchising opportunities visit: aromajoes.com.
Behind the scenes, Director of Accounting and Finance Dan Procopio leads a lean but dedicated finance team responsible for everything from budgeting and forecasting to journal entries and month-end close. Like many growing businesses, they wear multiple hats and minimizing payment fraud risk while managing daily finance operations is a top priority.
The Challenge
As a small team focused on accounting and finance responsibilities, better managing accounts payable was an area of focus for Aroma Joe’s.
With fraud becoming increasingly sophisticated, manually verifying vendor bank details was no longer sustainable. The team was investing significant time checking records in their ERP, cross-referencing bank account details, and validating the legitimacy of vendor bank account details. This manual effort not only introduced risk but also diverted resources from more strategic finance work.
They needed a better way, one that consolidated vendor verification into a single source of truth and reduced their exposure to payment fraud risk.
The Solution
To gain better control over payments and reduce manual effort, Dan Procopio turned to Eftsure.
Eftsure stood out for its ability to centralize vendor verification, reduce administrative burden, and add an important layer of security.
“Eftsure has given me the extra confidence I needed when paying vendors. Having everything in one central location saves me a lot of time and adds an important layer of protection.”
— Dan Procopio, Director of Accounting and Finance
Eftsure delivered exactly what the team needed, a centralized platform to verify vendor bank account details in real time and automatically flag inconsistencies before payment runs. What was once a slow, manual process becoming significantly simpler and more secure.
“The Eftsure platform has taken a process that was time-consuming and manual, and made it simple, fast, and secure. I can quickly review and validate everything in one spot, and that peace of mind is invaluable.”
— Dan Procopio, Director of Accounting and Finance
Implementation was straightforward, with most of the effort focused on cleansing vendor master data. Once the vendor list was uploaded, the team was able to begin using Eftsure with minimal disruption to their existing workflow.
Powering Productivity
With Eftsure integrated into the workflow, the finance team no longer needs to spend time on labor intensive tasks like reviewing records and manually verifying vendor bank details.
During each accounts payable run, Dan’s team uploads a single summary file for him to review, and Eftsure immediately highlights which vendors are verified and which require attention. What used to be a multi-step, manual process is now completed in just a few clicks.
“The team feels much more at ease knowing there’s an added layer of protection in place. Now, I can quickly review payment files and feel confident we’re paying the right vendor.”
Results
Since implementing Eftsure, Aroma Joe’s has seen clear improvements in efficiency, control, and peace of mind:
- Faster payment review cycles: What previously required hours of manual checking now takes minutes, giving the team back valuable time each week.
- More accurate vendor validation: Real-time feedback on vendor status ensures payments are going to the correct accounts, reducing the risk of costly mistakes.
- Streamlined internal controls: With one platform for managing verification, the team has reduced complexity and tightened control over the payment process.
- Improved confidence and fraud resilience: With Eftsure, the finance team has greater confidence in every payment, knowing they’re backed by proactive verification technology.
Aroma Joe’s continues to grow, and Eftsure is helping the finance team scale with confidence. With more time to focus on high-value work and fewer concerns about payment risk, Dan and his team are well-positioned for the future.
"The biggest benefit is knowing the system works in the background to catch issues before they become problems. It gives us confidence every time we send a payment.”
— Dan Procopio, Director of Accounting and Finance
