SWP Transitions from Access Dimensions to Cin7 for Enhanced Inventory and Financial Management
SWP (Stud World Products), a small group of companies specialising in refractory and wear-resistant technologies, operates across several industries that involve high heat and wear environments. The company supplies materials, labour services, and machinery to sectors like waste incineration, pharmaceuticals, and wood chipping. Brett, SWP’s accountant, has been with the company for over five years, during which time the business has steadily grown. However, the potential for improvement in the company’s previous inventory and financial software prompted a move toward a more modern solution.
For more than 25 years, SWP had relied on Access Dimensions for their business operations. Though functional, the system had room for improvement and was not optimally set up from the beginning, leading to challenges that could no longer be overlooked. Brett explained that managing stock and generating financial reports required a significant amount of manual input, and any upgrades to the system were costly. As Access Dimensions began shifting to a cloud-based option that increased the existing cost, the company decided it was time for a change.
Identifying the Need for Cin7
SWP’s primary opportunities with Access Dimensions centred around stock management and reporting. The company attended Accountex in Manchester, where they explored various software options. After discussions with providers like Xero, they were introduced to BlueHub, a specialist in software implementation, who recommended Cin7 as a potential solution. The goal was to find a system that could streamline both stock management and financial reporting, two key areas where the company was looking to improve.
Brett noted that while the decision to transition to Cin7 seemed promising, his primary concern was user acceptance. Many staff members had been using the same system for decades, and there was a possibility that they might resist the change or not use Cin7 to its full potential. However, BlueHub’s guidance and reassurance, along with their experience in implementing such systems across multiple industries, eased these concerns.
Smooth Transition and Key Benefits
Once the implementation process began, SWP quickly started seeing benefits from Cin7. The most significant improvement was the real-time visibility of stock. “Having a single place where we can confidently see what we have in stock, what’s going out, and what’s coming in is by far the biggest bonus,” Brett explained. Previously, the company relied on manual systems that were prone to errors and lacked real-time accuracy. Now, Cin7 provides an up-to-date view of stock levels, giving SWP the confidence to fulfil orders more efficiently.
In addition to improved stock visibility, Cin7’s integration with Xero has sped up the company’s financial reporting processes. Month-end reports that once required hours of manual effort in Excel are now produced much faster, saving valuable time.
Time and Cost Savings
The switch to Cin7 has led to measurable time savings across SWP’s operations. The warehouse team, for instance, is on the verge of fully automating their stock management, which will save them around an hour per day. Additionally, by moving away from manual stock recording, the team will be able to focus on more strategic tasks.
The system’s flexibility and its integration with Amazon and eBay have also streamlined SWP’s online sales process. Orders from these platforms are now filtered through Cin7, where they are automatically picked, packed, and shipped. Brett estimated that these integrations save at least half a day per week in administrative work. He mentioned that although there are a few minor issues with the Amazon integration, they have been straightforward to resolve.
While the results aren’t in doubt, the initial leap to Cin7 might have felt overwhelming in terms of costs. Initially, the switch seemed more expensive, with Cin7 costing around £20,000 a year compared to Access Dimensions’ annual cost of £9,000. However, had SWP remained with Access Dimensions and opted for their cloud-based solution, they would have faced an even higher cost of £27,000 per year. Though Cin7 is more expensive than what they were used to paying, Brett explained that the system’s efficiency gains and time-saving features more than justify the investment.
Supporting Future Growth
Cin7 has not only improved current operations but is also helping SWP adapt to future growth. The system supports the company’s shift towards remote working, a crucial development as the company recruits talent from outside its local area. The mobility that Cin7 provides allows SWP’s sales team to work on the move, even processing sales orders on-site with customers. This increased autonomy is helping SWP remain competitive in a challenging market.
Brett highlighted how Cin7 is allowing the company to move into the future: “It’s helping us get out and about more, and deal with things more efficiently on the move, something we couldn’t do before.”
