Tyrone Diesel Systems

How Tyrone Diesel Systems Saves Hours Every Month by Removing Manual Payment Admin

For a busy specialist parts and systems supplier, taking payments is only half the job.

The other half is making sure every payment is recorded against the right invoice, so the books balance and nothing slips through.

At Tyrone Diesel Systems, taking a payment meant lots of manual keying, the occasional wrong-amount charge, and hours of month-end reconciliation.

Integrating Klipboard Money with their Autopart system removed all three. This resulted in 100% accuracy at the counter and more than three hours of admin time regained every month.

About Tyrone Diesel Systems

Tyrone Diesel Systems is a family-owned diesel pump and injector specialist based in Omagh, County Tyrone, and has served customers across Northern Ireland for more than 40 years.

The business tests, supplies and remanufactures diesel fuel systems of every kind, from a family car to a large fishing boat.

The team runs counter and account sales through their Autopart business management software.

The Challenge: A Card Terminal That Did Not Talk to Autopart

Before Klipboard Money, the card terminal sat separate from Autopart, and that disconnect created friction at every stage.

Card payments came in, but the system held no record of which invoice they belonged to. When a customer settled a couple of invoices at once, it wasn’t always clear what the payment covered, so the team was left second-guessing what each transaction was for, with no paper trail tying a payment back to the sale that generated it.

The manual side made it harder still. Staff keyed the sale amount into the terminal by hand for every card transaction, and a mis-key meant a customer could be charged the wrong figure, which then had to be tracked down and put right.

Even where the amount was correct, the paper record sat outside Autopart, so a lost or misplaced terminal receipt could leave the team without a clear link between the payment and the invoice.

By month-end, this turned into a regular reconciliation task: working back through card transactions, matching them to invoices and making sure nothing had been missed. It was a slow, error-prone job that swallowed hours which should have gone to the customer-facing side of the business.

The Turning Point: Every Payment Recorded Against Its Invoice

Tyrone Diesel Systems moved to Klipboard Money, with the card terminal integrated directly into Autopart, and the difference shows up most in how they record payments.

Every transaction is now logged against the right invoice automatically, giving the team a full, clear paper trail and removing the guesswork over what any given payment was for.

Credit notes run through the same integrated flow, so the whole picture stays consistent, and nothing has to be reconstructed from memory.

Accuracy improved at the same time. Because the sale amount auto-pushes from Autopart straight to the terminal, the manual keying step has gone and a wrong-amount charge at the counter is now effectively impossible.

The biggest change, though, comes at month-end: the manual allocation of card payments to invoices simply does not need to be done any more. That hands more than three hours back to the team every month, time that now goes to serving customers rather than to admin.

With Klipboard Money integrated into Autopart, every payment is recorded against the right invoice, removing guesswork and eliminating the risk of manual entry errors. It has completely simplified our paperwork and saved us hours of month-end reconciliation."
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- Conor McGrenaghan, Tyrone Diesel Systems

The Results

• 100% accuracy: wrong-amount charges at the counter now impossible
• More than 3 hours of month-end reconciliation saved every month
• Every payment recorded against the right invoice automatically
• A full paper trail for every transaction, no more second-guessing
• Credit notes handled in one integrated flow

What’s next

With the terminal and the accounts running as one system, Tyrone Diesel Systems has an accurate, reliable foundation for taking payments.

As it continues to serve customers right across Northern Ireland, the business is making more use of payment links for those purchasing beyond the counter, so customers further afield can pay quickly and securely.

About Klipboard Money

Klipboard Money is an integrated payments solution that connects directly into Klipboard business management software. Payments are reconciled automatically into one system without manual entry. Built for distributive trades, garages and rental companies, Klipboard Money helps businesses cut down the hidden cost of payments by getting paid faster, reducing manual admin and protecting against loss from fraud and errors, turning payments from a back-office burden into a positive investment in the business.

Book a demo or find out more at https://www.klipboard.com/solutions/payment/klipboard-money

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