From paper dockets to minutes-not-hours processing with EasyVend
After more than a decade in business, Party Ice Supplies had built a strong and growing packaged ice operation in Hawke’s Bay, New Zealand. But behind the scenes, the business was still running on paper — and the administrative workload was increasing every year.
A growing business slowed by manual processes
Party Ice Supplies has been operating for around 12 years, steadily growing year on year. Like many packaged ice suppliers, the business relied on paper delivery dockets, manual order handling, and double data entry to keep operations moving.
“Everything was done manually on paper copies. Very old school — but it worked,” says Sara Firman, who manages the business’s administration and accounts.
As volumes increased, so did the workload.
“It used to take me two days to do the accounts at the end of the month,” Sara explains. “Every night I was inputting data and putting it into the computer, then sending invoices and statements.”
The challenge: time, duplication and end-of-month pressure
Manual processes meant the same information was handled multiple times — written by drivers, then re-entered into accounting systems later.
“It was double handling work, basically,” Sara says. “The boys are writing it, and then I’m inputting it again.”
End-of-day processing became a daily burden, and reconciliation was time-consuming and stressful as the business continued to grow.
The push to go digital
Despite recognising the need to modernise, Party Ice Supplies had been cautious. Other suppliers had trialed digital systems and reverted back to paper — creating hesitation.
That changed after meeting EasyVend at an industry trade show.
“We realised we were behind the times,” Sara explains. “I said it was time to move on.”
Party Ice Supplies rolled out EasyVend in October 2025, transitioning to digital delivery dockets, automated invoicing, and streamlined end-of-day processing.
A smooth transition with strong support
Despite understandable nerves around changing such a critical system, the transition proved smooth.
“I was very nervous, but it was very much streamlined.” Sara admits.
Support played a major role in building confidence.
“I could just ring anytime or email and get help straight away,” she says. “The training and the support behind me was amazing.”
Drivers adapted quickly, and errors reduced.
“I think there are less errors from the boys as well, and all round it was a smooth transition.”
From days to minutes
The biggest and most immediate impact was on time.
“Accounts used to take me two days,” Sara says. “Now I’m done within half a day.”
Daily processing has been reduced even further.
“Within 10 minutes of a night, I’m done,” she explains. “Reconciling is so much easier. I don’t have to double-handle it anymore.”
Invoices and statements are now sent at the click of a button, and delivery dockets are automatically issued once deliveries are completed.
More time, fewer headaches
For Sara, the shift has been transformational.
“I honestly feel like I’ve got a lot more time on my hands,” she says. “It’s just crazy.”
EasyVend also fits the flexible, on-demand nature of Party Ice Supplies’ delivery model.
“It suits our business,” Sara explains. “We don’t pre-plan everything, and it still works for us.”
A proven solution for packaged ice suppliers
When asked what she would say to another packaged ice supplier considering EasyVend, Sara is unequivocal:
“I’d say yes — go for it. It’s wonderful. It does the trick and it suits our business.”
She also highlights the importance of ongoing support:
“You’ve also got a lot of support — even ongoing support if you need it.”
Why EasyVend
EasyVend is purpose-built for packaged ice manufacturers and distributors, helping businesses move away from paper, reduce admin time, improve accuracy, and scale operations without adding complexity.
Whether you’re a small regional operator or a growing distribution business, EasyVend adapts to how you work — and grows with you.
Learn more at www.easyvend.com.au