Faster PCI Compliance for Sales and Accounting at The Essex

Business Challenge

With a picturesque setting, stylish accommodations, and a wide variety of onsite activities, The Essex Resort and Spa in Burlington, Vermont is an ideal destination for gatherings of all kinds. From families to corporate events to weddings, they welcome hundreds of groups each year to “Vermont’s Culinary Resort and Spa”.

For their Sales team, this meant juggling a large number of contracts and BEOs, as well as tracking multiple customer deposits and payments. Before Sertifi, it wasn’t always easy – on occasion, they even found themselves physically mailing out contracts. As a result, it sometimes took a week or more to turn around a contract. Collecting credit card payments in a PCI compliant manner presented additional headaches. With some groups planning two to three years ahead, physically storing all that paper, confirming credit card information long after it was submitted, or even just finding the appropriate person to unlock the secure filing cabinet, took up significant time and resources for both the Sales and Accounting groups.

Sertifi Solution

For The Essex, the decision to implement Sertifi was about more than speeding the sales cycle, although the impact there was significant. Critically, they also needed to find a way to bridge the gap between the Sales and Accounting teams, while minimizing administrative work for both groups.

Sertifi’s automated tools make the process easy and seamless. When a salesperson generates a contract and sends it out for signature, they add in scheduled deposits along with due dates – no matter how far in the future. Sertifi handles the busywork, sending out customized reminders at predetermined intervals ahead of each payment due date. What’s more, the Accounting team is fully in the loop every step of the way. They are copied on emails and receive an instant notification as soon as a payment is received, so they can make real-time updates in Opera.

“We save hours of work for every group that comes through our doors. On average, we collect signed contracts and initial deposits and payments within just 4 hours, 98 percent faster than using the previous labor-intensive process. Now that we have Sertifi in place, I don’t know how we would operate without it.”

The Results

Since selecting Sertifi, The Essex has decreased the time it takes to collect signed and paid contracts from over a week to just 4 hours. In addition, they have realized significant gains across the organization, such as improved cash flow, modernized PCI compliance, better visibility into the sales cycle, and less time spent on administrative tasks.

For the general manager, the difference is as clear as the waters of Lake Champlain. “We save hours of work for every group that comes through our doors. On average, we collect signed contracts and initial deposits and payments within just 4 hours, 98 percent faster than using the previous labor-intensive process. Now that we have Sertifi in place, I don’t know how we would operate without it.”

The Essex is a truly extraordinary destination, and they required an equally remarkable closing solution. With Sertifi, The Essex is able to collect signed contracts and PCI compliant payments faster with less administrative work, delivering real benefits to their Sales and Accounting teams.

About The Essex

Nestled on 18 acres between the Green Mountains and Lake Champlain, The Essex is truly Vermont’s “Culinary Resort and Spa.” Founded in 1989, The Essex is a true destination resort, offering a full-service spa and fitness center, two award winning restaurants, 120 classic accommodations, indoor and outdoor pools, and three public teaching kitchens in its Cook Academy. The wide variety of cooking classes offer a relaxed, hands-on culinary experience where guests enjoy learning new techniques while preparing a three- or four-course meal using local ingredients alongside a professional chef.