Challenge

Jake Ciorciari found himself on another Monday morning staring at an inbox overflowing with emails, invoices and attachments.

“I quickly realized I couldn’t afford to waste 2-3 hours every Monday manually checking inspectors invoices and making payments one at a time.” 

Jake had recently stepped in as the Executive Vice President of Majestic Services, a family-owned loss control inspection company that works with insurance companies and managing general agencies to help reduce property and casualty loss exposures.

The company has a relationship with over 100 independent loss control inspectors across the country who provide onsite inspections of buildings and draft detailed reports about everything from building updates and safety hazards to construction quality and occupancy details. 

In addition to recruiting new inspectors to Majestic’s network, Ciorciari was also responsible for managing the company’s back office and overseeing accounting. Unfortunately, the company was relying on a patchwork of manual processes to onboard its inspectors, approve their reports and pay their invoices. 

Inspectors would submit reports and invoices daily with spreadsheets attached containing a variety of information from service dates, control numbers, and fee calculations. For Ciorciari and his staff, this meant manually reconciling each individual report, verifying the fee totals and logging into the company’s bank account to make payments to each inspector. 

“I was also getting dozens of emails from inspectors each week asking about the status of their payments,” recalls Ciorciari.

“It was quickly becoming overwhelming and unsustainable. I knew we needed a better system to automate these brutally manual processes.”

Solution

One of Majestic’s selling points is the fact it processes payments for its inspectors twice a week. “Our inspectors love that about Majestic and it’s one of the reasons we’re able to keep them coming back,” remarked Ciorciari. 

While investigating a new platform that would allow Majestic to consolidate its 1099 onboarding and support while still supporting its flexible payment requirements, Ciorciari heard about Wingspan by a peer in the insurance inspection industry who was using the platform for a similar use case. 

After a quick evaluation, he found Wingspan particularly compelling due to its API-first design, flexible payment engine and contractor-centric features. Within a week, they were able to set up an API that automatically sent reports submitted from the Majestic platform into Wingspan for payment. “The beauty is that it ensures one report can only be paid once,” exclaims Ciorciari. 

While the Wingspan platform showed potential to transform his back office, Ciorciari was still thinking about his inspectors. “For every hour they’re spending on preparing an invoice, that’s an hour they’re losing.

“Wingspan allows them to be more efficient, get paid quicker and receive access to a bevy of valuable financial tools.” 

Ciorciari also wanted to be sure he was making it as easy as possible for inspectors to get onboarded.

“It’s important that we give our contractors simple ways to sign and access their agreements and Wingspan allowed us to do just that,” he said.

Using Wingspan, they were able to consolidate a multi-phased onboarding process into one step that required just a single signature. 

Results

Not only has the implementation of Wingspan made life easier for Ciorciari and his accountant, it’s also helped free up hours of time to focus on growing the business.

“Our entire invoicing operation is now on Wingspan,” says Ciorciari. 

“Before Wingspan, we were running payments through our bank which made it difficult to track and follow every single transaction,” recalls Ciorciari.

“Now, we make one large deposit to Wingspan every week which makes it much easier to track what’s coming in and out.” 

The company was also able to use Wingspan to support the creation, issuance and delivery of its 1099 forms to its inspectors, which was previously being done by its accountant and ultimately saved the company dozens of hours and several thousand dollars. 

The consolidation of its onboarding, invoicing and payment processes has been transformational for the company, allowing Ciorciari and his team to recoup more than 100+ hours a month to reinvest in critical client work and new strategic initiatives. 

• 40+ hours saved monthly by automating the process to review, reconcile, and approve an invoice before payment 
• 30+ hours saved monthly by using Wingspan’s self-service portal to address contractor support issues and drastically reduce the number of inbound emails 
• 20+ hours saved during tax season by offloading 1099 filing and eliminating the need to manually track and retrieve 1099 forms 

“Wingspan has been a game-changer for our business, saving my team hundreds of hours onboarding inspectors, processing invoices, and running reports,” he says.

‍“I’d have no hesitation recommending Wingspan to any business that works with contractors.”