Case Study: Boys & Girls Clubs of America achieves automated procure-to-pay and 100% spend visibility with Basware

Replacing ERP Reliance with Automated Processes

The Boys & Girls Clubs of America (BGCA), a U.S. non‑profit serving 4.6 million young people across 4,738 club locations, faced an inefficient, paper‑driven procure-to-pay process with separate procurement and finance systems, manual supplier setup, limited spend control, and rising ACH fraud risk. An external assessment and robust RFP led BGCA to seek a solution that would prevent fraud, speed fund distribution to local clubs, and improve compliance and visibility.

BGCA selected Basware and systems integrator Extropy (working with Comdata) to replace ERP reliance with Basware P2P, a self‑service supplier API, and automated batch payment approvals. Implemented remotely in six months, the solution delivered 100% spend visibility, onboarded over 450 suppliers in 90 days, improved invoice handling productivity by 1.5x, cut payment authorization from 60 to 2 hours per week, and positioned BGCA to support $30M in spend and $500K in rebates while enabling staff to focus on higher‑value work.

Boys & Girls Clubs of America

Jason Penegar

Vice President Controller