Tacala Chooses Palette AP Automation to Help Manage 300+ Franchise Locations

Tacala is a leading franchisee of YUM! Brands and the largest Taco Bell franchise operator in the US. It has quick service locations in Alabama and five other Southeastern states. Some of the restaurants combine a Mexican fast food unit with other YUM! concepts, including KFC and Pizza Hut.

Tacala needed a solution that could help them manage recurring utility bills for all locations, as well as documents for human resources.

franchise ap automation case study

Client Information

Customer: Tacala

Branch: Based in Austin, Texas

Area: USA

Business system: Microsoft Dynamics GP

Invoices/year: 60,000

Employees: 70 users in the company

Process automated with Palette: Invoice Processing, Contracts (Recurring Invoices) and Documents

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The Challenge for Tacala

Tacala’s Founders, Dick Reese and Don Ghareeb opened their first Taco Bell in 1989 in Columbiana, Alabama. Taco Bell locations have more than tripled in the past 30+ years, and Tacala has grown to over 300 locations in the Southeast and Texas. 

Altamont Capital Partners invested in Tacala in 2012 and has helped drive explosive unit growth over the past eight years.

Tacala needed to optimize their AP operations. Before implementing the Palette solution, paper processes for managing recurring utility bills for over 300 locations was time-consuming and fraught with manual error. Because each franchise location manages their own service contracts with different suppliers depending on the location, being able to manage and match contracts to supplier invoices with automation has made a big impact.

Invoice Capture and PO Matching

Invoice Capture

Using an outsourced data capture service, Tacala’s vendor invoices are captured and validated with a 98% accuracy rate. The invoices go to a queue, visible in the Palette dashboard. 

Recurring Invoices

With over 300 locations Tacala needed to manage utility bills and other recurring charges efficiently. In the past the processing of recurring invoices was done manually. Palette’s contract module keeps track of contract terms and the software matches incoming service invoices to the proper contract amounts.

Approval Workflow

An automated approval workflow sends non-PO invoices to project managers to approve via email, rather than having to enter the system. If an invoice goes over the tolerance level, the system automatically sends the approval to the supervisor.

Archive and Audit Trail

The company was looking for a solution that could provide an audit trail and reporting for all the operations they manage.

Having a searchable invoice archive has been a big time saver. Once an invoice is paid it is transfered from Dynamics GP into the Palette archive.

Palette’s audit function includes an invoice log that is time stamped and contains all the information necessary to satisfy both external auditors as well as internal investigations.

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