A Case Study on Selecting Contract Management Software

As a complete fitness, protection, and environmental offerings firm, Apex Environmental makes a specialty of consulting and remediation work. The company’s professional, technical, and area experts are located in 10 workplaces across 25 states, and services consist of compliance, environmental assessments, remediation, fitness and safety, software control, electricity management, and information technology.


All clients of the path require careful monitoring, reporting, and invoicing of real hard work and direct venture expenses. However, the enterprise’s government customers also call for strict adherence to a bunch of necessities as defined through CAS, FAR, and DCAA. In operating with their authorities contracts, Apex staff members must meticulously account for allowable overhead rate (that may vary appreciably from settlement agreement); they should observe strict tips for time and price access and report venture direct and overhead charges on pre-accredited government bureaucracy.

Besides being an environmental consultancy, sincerely charging costs for expert offerings, Apex also has a $6 million construction division that plays actual remediation paintings inside the subject. In support of this department, Apex staff should also take care of production-associated activities, produce purchase orders, manage subcontractors, and hire and pay production employees.

Related Articles :

Apex Environmental has attempted to address this complicated mix of statistics monitoring and reporting requirements in a ramification of methods over the years. During its first few years in commercial enterprise, the company used a manual report-preserving system. Quickly outgrowing the manual system, employer leaders bought a simple accounting application to automate the operation. That software controlled the business’s financial aspects, but it presented no support for the governmental reporting necessities.

Thinking they had observed the answer, Apex bought an accounting device designed specifically for government contractors. While this application did a higher process of dealing with information wanted for authorities reporting, its challenge control and trendy reporting skills had been vulnerable. In an attempt to make up for the accounting software’s lack of capability, office employees used numerous spreadsheet and word processing programs to generate reviews and other files in the codecs they wished. As a result, workers’ body was constantly re-coming into records from the accounting gadget into these supplementary programs – a time-ingesting and irritating duplication of the attempt.

“We didn’t need a different software program for exclusive types of paintings,” explains Winston. “The software we had been seeking out had to have the ability to do everything we needed it to do on each personal and government-area work.”

Cost became every other attention. Apex leaders desired a gadget that might meet all modern-day wishes, increase its capacity to meet future needs and sell for an affordable price. The employer actually did no longer want to spend $a hundred,000 for a software gadget, even one that could handle their wishes.


After extensive investigation and product comparisons, Apex Environmental selection-makers selected a business gadget from Wind2 Software that fully integrates well-known accounting functions with challenge invoicing and reporting price range control, profit analysis, worker control, value idea development, bills receivable tracking, and authorities settlement control. The system is bendy enough to handle the agency’s blend of customers and sports nowadays, and its scalability makes it able to do greater as the employer grows.

“We needed a software that would let us focus on being a clever business first, even as nonetheless handling our government contract particular needs absolutely,” says Winston. “Wind2 enables us to successfully cope with all of the requirements of our federal, state, and nearby authorities’ tasks, without sacrificing properly, strong, and easy commercial enterprise practices. That flexibility is truly what makes this software so nicely desirable to an organization like ours that has such a lot of distinctive activities and a combination of government and private region paintings.”

Like all government contractors, Apex Environmental ought to follow all government accounting requirements (e.G., FAR, CAS, Incurred Cost proposals, DCAA steering) and put them together for government audits. According to Winston, the corporation saves loads of person-hours every month to eliminate the use of spreadsheets and easy accounting software to satisfy the stringent audit and reporting requirements of their authorities contracts. These sources at the moment are freed to help ongoing paintings and to land new contracts.

Apex’s new software is absolutely geared up to satisfy the 17 agreement and billing kinds described by DCAA, such as constant price, fee-plus, and time and substances. It addresses “Other Transaction Authority” (OTA) contracts and handles timekeeping practices, direct and indirect charges, overhead and G&A quotes, unallowable costs, pre-award charges, incurred value proposals, and invoicing properly.

Within two months of installing the new software, Apex can lessen its accounts payable workforce thru attrition from six humans to five. Staff individuals do not want to manually calculate expense charges or input facts into two systems to review. And they’ve immediate get admission to monetary and undertaking statistics that have been unavailable to them in the beyond.

Winston explains it this way: “When a supplier calls asking about a price, the body of workers members can now question the database to discover the answer. Instead of searching through old difficult copy reports and documents, we really locate the vendor document and drill down into the database to look at all of the related invoices and payments.”


According to Winston, Apex Environmental now has the gadget it wishes to deal with its complex spectrum of presidency and private zone paintings. And organization leaders know that as their commercial enterprise maintains to develop and evolve, the Wind2 system’s inherent flexibility and scalability will let them amplify its capability in any path they chose to move.

Jeffery D. Silvers
Love and share my articles, I will be happy to react on it ! Spent 2002-2009 promoting weed whackers in Edison, NJ. Earned praise for importing junk food for fun and profit. Spent 2001-2006 exporting teddy bears in Atlantic City, NJ. Had some great experience investing in tattoos in Fort Walton Beach, FL. Spent 2002-2007 selling action figures in the aftermarket. Enthusiastic about working on basketballs on the black market.