Case Study
THE COMMUNITY LIVING TRUST
Community Living Trust transforms budgeting efficiency and accuracy with IDU
ABOUT SMCT
Based in Hamilton, New Zealand, Community Living Trust provides support services to people with intellectual disabilities across the Waikato, Bay of Plenty, and Midland regions. With nearly 400 employees serving close to 700 clients and an annual turnover of NZ$20 million, the Trust helps individuals meet their needs and live their dreams within their communities.
THE BUSINESS CHALLENGE
Community Living Trust, serving nearly 700 clients across New Zealand’s central North Island, faced a budgeting process overwhelmed by spreadsheets. With eight services spread across multiple departments, data had to be moved from one spreadsheet to another before being imported into the General Ledger. This manual, error‑prone process often led to misplaced figures, imbalances, and delays.
Managers and finance staff struggled to see the bigger picture. Analysis could only be done once data reached the General Ledger, leaving little room for proactive decision‑making. The inefficiency drained time and resources, while the complexity of staffing costs — accounting for 75% of expenses — made accurate forecasting even more critical.
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THE SOLUTION
In 2012, Community Living Trust implemented IDU‑Concept through BES IT Systems. The web‑based platform provided a central database directly linked to the General Ledger, eliminating the need for multiple spreadsheets. Managers, even those less confident with technology, found IDU intuitive and empowering, with the ability to comment on budget items and drill down into transactional detail.
The system delivered real‑time accuracy, streamlined reporting, and enabled quarterly forecasts for the first time. With mobile visibility and simplified processes, managers gained ownership of their budgets, while finance staff reduced manual work. IDU also positioned the Trust to better manage its complex staffing costs, aligning funded hours with actual support hours to ensure sustainability.
A PARTNER IN SUCCESS
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“Community Living Trust needed a smarter, more transparent way to manage complex budgets. IDU‑Concept delivered real‑time accuracy, empowered managers, and gave the organisation forecasting capabilities that transformed their financial planning.” – Rob Jones, IDU New Zealand
“We were hooked from the start. IDU‑Concept made budgeting less daunting, even for managers with limited computer confidence. It’s accurate, intuitive, and gives us the ability to prepare quarterly forecasts — something we could never achieve with spreadsheets.”
Sharon Muller, Accountant, Community Living Trust
THE RESULT
Eliminated spreadsheet chaos, replacing manual processes with a centralised system.
Real‑time accuracy, with data linked directly to the General Ledger.
Quarterly forecasting enabled, improving financial visibility and planning.
Manager empowerment, with intuitive tools and drill‑down reporting.
