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Before Phacet: manual and time-consuming processes
Before Phacet, the teams spent nearly 70% of their time between Gmail and their accounting system. The supplier inbox alone required two full days per week for one person, with frequent errors and zero added value.
Margin control faced the same issue: reconciliation between delivery notes and invoices were done only by sampling.
“A ten-cent difference on a delivery note, at our volumes, can mean half a margin point lost.”
Beyond the workload, these tedious tasks weighed heavily on team motivation:
“A cumbersome process is expensive, and it doesn’t retain anyone.”
Automating before hiring
With sustained growth, the natural temptation would have been to hire more accountants. But Théo’s vision was clear:
“Hiring should only come after we’ve automated."
La Nouvelle Garde chose Phacet to deploy two initial agents:
- automated processing of supplier emails, integrated with Pennylane.
- systematic reconciliation of delivery notes ↔ invoices between stock management tool Yokitup and Pennylane.
“What convinced us? Trust. I had strong recommendations from my network, and Phacet integrated seamlessly with our existing tools.”
Tangible results within weeks
The change was immediate:
“Before, when an accountant came back from three weeks of vacation, they found 1,794 emails waiting. Today, everything is pre-processed. Accounting picks up right where it left off.”
Day-to-day, the impact is clear:
- greater efficiency and fewer errors thanks to systematic checks.
- time reallocated to money-generating tasks: negotiating with suppliers, working with restaurant managers, optimizing stock.
- deferred hiring needs, avoiding additional accountants in the group’s growth path.
- and above all, a healthier work experience, with reduced mental load.
“Phacet is like a team member, operating 24/7. In one word, it brought us efficiency.”
Working better, not just faster
For Théo, AI is not about replacing teams or rushing work:
“I don’t expect us to work faster thanks to AI, but to work better. The time we save is spent on higher-value topics.”
After this necessary automation phase, Théo’s ambition is to deepen performance analysis and monitoring with:
- an anomaly dashboard to track the riskiest suppliers and establishments.
- multi-source reporting integrated into Notion, aggregating 2–3 key indicators (finance, margin, HR) per establishment.
- treasury intelligence able to anticipate cash flow pressures and recommend intra-group reallocations.
Anticipating the transformation of the finance function
Beyond tools, it is the vision of finance itself that is evolving:
“Many tasks, and even some jobs, will disappear within 24–36 months. We need to be ready. AI is an opportunity to redefine what’s needed and elevate the role of finance in the company.”
For La Nouvelle Garde, Phacet is not only a lever of efficiency, but also a way to prepare for the new ways financial teams will work with AI.
