How Aeon Cleared a 200-Invoice Approval Backlog Across 50+ Entities
Aeon is a nonprofit affordable housing owner, developer, and manager operating across Minnesota, with over 5,000 apartments and townhomes spanning 58 properties. Managing AP across more than 50 individual property entities — each with its own coding requirements, vendors, and approval chains — demands a system built for genuine complexity. Greg Stegman, Aeon's Controller, has worked through more enterprise software implementations than he can count, and knows exactly what going backwards looks like.
AP Infrastructure Built for One System — Now It Had to Be Rebuilt
- Entity and dimension capture — invoice ingestion had to cleanly identify Sage Intacct location/entity codes and custom user-defined dimensions. Most systems couldn't capture location at all.
- Complex, multi-step approval workflows — depending on invoice type, amount, and department, an invoice might need two, three, or four approvers across developer, owner, and manager functions. Sage Intacct's own workflow tool wasn't built for it.
- Deep, bidirectional Sage Intacct integration — not just a surface sync, but full support for every dimension Aeon uses, including custom codes.
We were going to go backwards — stuffing envelopes again, printing checks on our scanner. The time involved was just going to escalate dramatically, which was the wrong direction.
A System That Handled All Three Pieces
- Sage Intacct integration depth — synced to all of Intacct's standard dimensions plus the custom user-defined dimension codes Aeon relies on. Something few competing tools could match.
- Location/entity capture — the ability to identify and route on Intacct's location dimension was a hard requirement. Most competing systems couldn't do it.
- Complex workflow configuration — ProcureDesk built and maintained multi-step, conditional approval workflows without requiring the Aeon team to do the setup themselves.
- White-glove implementation — the ProcureDesk team took the existing workflow design and built it in the system, with minimal back-and-forth required from Aeon.
- Speed to live — given the April go-live deadline, there was no margin for a slow ramp. ProcureDesk had workflows built and ready for testing within days.
Finding a system that accommodates those three big pieces cleanly — when we found ProcureDesk, it was like, oh my gosh, this is different from the other systems out there.
Quick Implementation With Ongoing Support
- The implementation lead took Aeon's existing workflow design and built it directly in ProcureDesk — no heavy back-and-forth required from the Aeon team.
- Workflows were configured and ready for testing in what felt like days.
- Post-go-live support has continued: Sage Intacct dimension coverage has expanded based on Aeon's requests, with additional location features already in progress.
- Over a year later, the responsiveness that impressed them at implementation has continued — new features scoped and delivered in response to real operational needs.
Our implementation lead said, 'give it to me, I'll get it set up for you' — and it was ready for us to start looking at and testing. We're kind of looking at each other like, this is too good to be true.
Clear, Measurable Impact
- Built-in AI assistant — reduced internal support questions. When the team needed to add a shipping location for a new entity, the answer came back in under two minutes.
- Team adoption — Greg's senior operations person, who manages day-to-day activity in ProcureDesk, has become one of its most enthusiastic advocates.
I would have to pry with a crowbar to get ProcureDesk out of our team's hands right now.
Stop Reacting to Invoices. Start Controlling Procurement.
If you'd like to experience a struggle-free purchasing and invoicing process, schedule a demo with one of our product specialists.
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