The Challenge
Gerber Group spent too much time & energy on getting contractors paid
Every bar under Gerber Group employs contractors, such as DJs and musicians, on a per-night basis. This means a constant flow of invoices, which must be paid and logged in the respective property’s accounting records.
Before Archie, Gerber Group manually collected invoices and tax docs manually via email
Next, they’d mail out physical checks — and hope nothing went awry during the delivery.
Worst of all, if an invoice had an error, they had to restart the whole process.
Here’s one all-too-common example: Contractors would move and then forget to share their new address. Mike Clemente, who runs events and entertainment at Gerber Group, and his team would then issue a stop payment for the paid check, request new invoices and tax docs, and mail out a new check.
This led to long wait times for payments and excessive back-and-forth between Clemente, his accounting team, and the vendors themselves. As Gerber Group kept opening new properties, this system became unsustainable. They contracted more staff and entertainers (meaning more invoices), but the internal team stayed the same size.
They needed a scalable payments solution to free up time and focus on what matters: the guest experience. After trusted industry peers recommended Archie, Clemente decided to reach out.
“Before Archie, managing invoices was like a daisy chain. The vendor would reach out to me, I'd email our accountant, our accountant would get back to me, and I'd go back to the vendor. It just wasn’t sustainable as our business grew.”
“Before Archie, managing invoices was like a daisy chain. The vendor would reach out to me, I'd email our accountant, our accountant would get back to me, and I'd go back to the vendor. It just wasn’t sustainable as our business grew.”
“Before Archie, managing invoices was like a daisy chain. The vendor would reach out to me, I'd email our accountant, our accountant would get back to me, and I'd go back to the vendor. It just wasn’t sustainable as our business grew.”
The Solution
Built with hospitality in mind, Archie streamlines Gerber Group’s vendor payments
Thanks to Archie, no one has to play any more email tag or chase checks. Gerber Group’s internal team and vendors alike can simply log into our platform and click into an invoice. According to Clemente, Archie’s unparalleled levels of authorization give everyone visibility into their payment status: “With Archie, everybody knows where their money is.”
He highlights how Archie is a win-win for both hospitality businesses and contractors:
No more scrolling your inbox — Clemente gets an instant overview of every invoice. Before Archie, processing took over an hour using poorly designed, old-school payments tools. Today, he groups invoices by property and quickly approves or denies them in under 5 minutes.
Every new vendor is onboarded seamlessly through Archie. They have to upload tax docs like W-9s before submitting a single invoice. Archie also flags any incomplete invoices, reducing back-and-forth corrections. “If you’re filling out a form in Archie, there’s almost no chance you can't do it the right way,” explains Clemente.
Another bonus for everyone: Archie eliminates the headache of sending and waiting for physical checks. Once a week, Gerber Group’s accountant issues ACH payments from our platform and easily reconciles everything with QuickBooks.
Built with hospitality in mind, Archie streamlines Gerber Group’s vendor payments
Thanks to Archie, no one has to play any more email tag or chase checks. Gerber Group’s internal team and vendors alike can simply log into our platform and click into an invoice. According to Clemente, Archie’s unparalleled levels of authorization give everyone visibility into their payment status: “With Archie, everybody knows where their money is.”
He highlights how Archie is a win-win for both hospitality businesses and contractors:
No more scrolling your inbox — Clemente gets an instant overview of every invoice. Before Archie, processing took over an hour using poorly designed, old-school payments tools. Today, he groups invoices by property and quickly approves or denies them in under 5 minutes.
Every new vendor is onboarded seamlessly through Archie. They have to upload tax docs like W-9s before submitting a single invoice. Archie also flags any incomplete invoices, reducing back-and-forth corrections. “If you’re filling out a form in Archie, there’s almost no chance you can't do it the right way,” explains Clemente.
Another bonus for everyone: Archie eliminates the headache of sending and waiting for physical checks. Once a week, Gerber Group’s accountant issues ACH payments from our platform and easily reconciles everything with QuickBooks.
Built with hospitality in mind, Archie streamlines Gerber Group’s vendor payments
Thanks to Archie, no one has to play any more email tag or chase checks. Gerber Group’s internal team and vendors alike can simply log into our platform and click into an invoice. According to Clemente, Archie’s unparalleled levels of authorization give everyone visibility into their payment status: “With Archie, everybody knows where their money is.”
He highlights how Archie is a win-win for both hospitality businesses and contractors:
No more scrolling your inbox — Clemente gets an instant overview of every invoice. Before Archie, processing took over an hour using poorly designed, old-school payments tools. Today, he groups invoices by property and quickly approves or denies them in under 5 minutes.
Every new vendor is onboarded seamlessly through Archie. They have to upload tax docs like W-9s before submitting a single invoice. Archie also flags any incomplete invoices, reducing back-and-forth corrections. “If you’re filling out a form in Archie, there’s almost no chance you can't do it the right way,” explains Clemente.
Another bonus for everyone: Archie eliminates the headache of sending and waiting for physical checks. Once a week, Gerber Group’s accountant issues ACH payments from our platform and easily reconciles everything with QuickBooks.
“Everybody is looped in the entire way. All of our vendors know exactly when a payment will be received, approved, and ultimately paid out using Archie.”
“Everybody is looped in the entire way. All of our vendors know exactly when a payment will be received, approved, and ultimately paid out using Archie.”
“Everybody is looped in the entire way. All of our vendors know exactly when a payment will be received, approved, and ultimately paid out using Archie.”
The Results
Gerber Group reclaims time for what matters: improving the guest experience
By partnering with Archie, Gerber Group’s team has won back the time they’d lost searching for tax forms and emailing contractors.
Now, everyone simply logs into Archie to get what they need — whether that’s an accountant looking for a W-9 or a vendor checking in on payment status.
Here’s a snapshot of the savings so far:
5+ hours per month
2x faster vendor onboarding
Scaled ops without adding headcount
Looking forward, Gerber Group plans to continue scaling operations — without the time-sink of invoicing. That’s a huge win for a team eager to keep opening more bars, nightclubs, and restaurants. Since his time is no longer being eaten up by payments, Clemente can spend more time programming these venues and designing an incredible guest experience.
“What we’re getting with Archie is the ability to spend more time improving our guest experience. That's what allows us to pay these invoices in the first place!”
“What we’re getting with Archie is the ability to spend more time improving our guest experience. That's what allows us to pay these invoices in the first place!”
“What we’re getting with Archie is the ability to spend more time improving our guest experience. That's what allows us to pay these invoices in the first place!”
