We doubted whether there would be a partner in Finland who had knowledge of our software, but once we heard about Efima, there was a big sigh of relief.
Motiva is a state-owned company of more than 70 employees that promotes sustainable development. "We provide the public sector, businesses, municipalities and consumers with information, solutions and services that allow them to make resource-efficient, effective and sustainable choices", Minna Malkki, Motiva’s CFO, explains. The company's goal is to create long lasting and influential partnerships with their customers – and Motiva strives for the same in their own business partnerships. Efima has been a reliable partner for Motiva in the field of accounting since 2019.
Software knowhow was the decisive factor
Prior to the partnership with Efima, Motiva took care of their own accounting for some time – the main responsible was Motiva's Business Controller Klaus Lindfors. “We had just introduced a new project management and financial management software, Unit4 ERP, and before even considering outsourcing any of our financial management processes we wanted to get to know the new software by ourselves first. After a five-year implementation project, we were able to start considering outsourcing options. At the same time, we had recognized that the accounting process was taking up a lot of valuable time from Klaus”, Malkki recalls. Soon after they started looking for a partner to take care of their accounting process. "Something had to be given up, and accounting seemed like a suitably sized process to hand over to a partner."
The decisive factor in choosing a partner was knowledge of Unit4 software, which had just recently landed in Finland. “We were the first company in Finland to deploy Unit4, and our own deployment project was not the most painless. The software met our needs, but the adoption of new processes in our organization was not straightforward”, Malkki recalls and continues: “We doubted whether there would be a partner in Finlandwho had knowledge of our software, but once we heard about Efima, there was a big sigh of relief.” Efima had chosen Unit4 as their own financial management and ERP software and had gained experience in providing financial management services with Unit4 to other customers. “It brought us confidence – in addition, we were reassured by Efima's own financial management service center and their extensive financial management expertise”, Lindfors adds.
Peace and posture in the daily life of financial management
Malkki and Lindfors are both happy with the extra pairs of hands they have gotten from Efima. “We wanted flexibility in our daily lives from a holistic partner. We are no longer reliable on only one accountant, which has made resourcing, for example for holidays and sick leaves, much more flexible and easier. We also know that Efima's services can be extended to other financial management processes as well, if necessary”, Malkki explains. “And even if there happens to be employee turnover, Efima has a memory. Things are documented and work instructions are made – so that the next person can continue from where things were left off. It has been a pleasure to notice”, Lindfors says.
According to Malkki and Lindfors, the partnership with Efima has made Motiva's financial administration more organized and effective. "It's not worth outsourcing your own bad and perhaps expensive habits: moments like this are always good for thinking whether you could do things better and more efficiently", Malkki describes and thanks Efima for challenging and developing Motiva’s old operating models. “Efimans work in a very professional manner. Things are being done less ad hoc these days, and we are constantly getting good suggestions for improving our processes. We have gained insights into, among other things, the unification of our corporation’s accounting processes, and for example, the development work in the turn-of-the-year routines was immediately reflected in lower hourly balances”, Lindfors explains and continues by thanking Sirpa, Henna and other experts at Efima.
In partnerships responsibilities are shared
For others considering purchasing financial management services Malkki and Lindfors have an important message: "It's good to remember that even though outsourcing shifts your focus to the big picture and you no longer have to know every single detail, you still have responsibilities as a customer." Effective co-operation has required Motiva's financial administration to adopt new operating models, communicate effectively and stick to what has been agreed. “When working with an external team of professionals, we have had to think more carefully about what is being done, who is doing what and at what stage the tasks are being carried out. And it has been only a positive change”, Malkki describes.
The customer's responsibility starts with the decision to rely on an external partner and continues with the choice of the right partner. “These decisions are not just about making cost savings, and we didn’t choose the cheapest option. We would have probably had to support other partners significantly more, both with the service launch and in everyday life. There could have been other risks and challenges too. In addition to costs, you always must consider service quality and reliability as well”, Malkki and Lindfors advise.
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