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Eliminating Payment Errors Completely at Chisolm Trail RV
Industry:
RV
Company Size:
1 Location
Number of Employees:
9 Employees
Location:
Aztec, NM
Key Takeaways
- Zero payment entry errors since implementation
- Faster transactions, saving 2 hours a week on manual entry—which adds up!
- Simplified reconciliation that balances to the penny every time
- Easy adoption for staff at all skill levels
- Improved security with customer-facing card readers
Chisolm Trail RV serves the Four Corners region as the only RV dealership in the area, offering customers from New Mexico, Colorado, Arizona, and Utah convenient access to RV sales and service. The dealership has built a reputation for competitive pricing, comprehensive customer service, and going the extra mile (literally and figuratively) for customers who travel from as far as three hours away.
Meet Carol Burridge
With a lean team, everyone at Chisolm Trail RV wears multiple hats. As Office Manager, Carol Burridge handles accounting, payroll, HR, and reconciliation, along with jumping in wherever needed, from the parts counter to cleaning RVs. With such a lean operation, every efficiency matters.
The Challenge: Manual Entry Errors Creating Accounting Headaches
Before implementing IDS Pay, the dealership used a separate credit card terminal that required staff to manually enter transaction amounts after processing them in the IDS system. This dual-entry process created persistent problems:
Data Entry Errors Were Inevitable
Transposed numbers led to incorrect charges. In the worst case, a staff member attempting to process a $3,000 deposit accidentally issued a $3,000 refund to the customer’s credit card. Small discrepancies ($4.65, $19.50) occurred regularly but were difficult to correct.
Reconciliation Was Time-Consuming
Carol Burridge: “When you’re doing accounting, everything has to balance to the penny. If all of a sudden, you’re off $0.05 or you’re off $3, you have to take the time and go back and discover: is it one transaction? Was it three transactions?”
Customer Contact Was Nearly Impossible
Unlike RV sales, parts transactions rarely captured customer contact information. Most errors required manual adjustments that impacted daily reconciliation.
Carol Burridge: “We would have no way of contacting the customer and say, ‘Hey, you know, you still owe us $19.50,’ or ‘Sorry, we overcharged you $4.65.”
Lean Team Complications
With staff regularly covering multiple roles, those unfamiliar with the payment terminal were more prone to errors. After the $3,000 refund incident, Carol recalls the employee “didn’t really know how to read the receipt. It wasn’t something she did routinely.”
Carol Burridge: “I just knew that there had to be a better way. There had to be a way that we could keep this from happening.”
The Solution: IDS Pay
IDS Pay is a fully integrated payment processing solution designed specifically for Marine and RV dealerships. By eliminating the need for separate payment terminals and dual data entry, IDS Pay reduces errors, speeds up transactions, and simplifies daily reconciliation – all while maintaining PCI compliance and security.
Carol was the driving force behind implementing IDS Pay at Chisolm Trail RV. After connecting with the IDS team, implementation was straightforward. The IDS team traveled to the remote Four Corners location to ensure proper setup and training.
Carol Burridge: “It was wonderful. The team came all the way down here and made sure it was hooked up correctly. It is a very easy system to use.”
The entire team found the system intuitive and easy to learn, making it simple for staff members to step into payment processing regardless of their primary role.
The Results: Zero Payment Errors and Streamlined Operations
Since implementing IDS Pay, Chisolm Trail RV has experienced measurable improvements across their operations:
Eliminated Data Entry Errors
The $3,000 refund mistake and countless smaller discrepancies are now impossible.
Carol Burridge: “There are no errors between what is entered into IDS and what the customer pays or is refunded. There are no errors there.”
Faster Checkout Process
Staff no longer toggle between systems or enter amounts twice. Customers experience a smoother transaction while employees save time on every sale.
Carol Burridge: “The checkout process is quick and easy and seamless. It’s just automatic.”
Reduced Reconciliation Time
Carol no longer spends hours tracking down discrepancies.
Carol Burridge: “From an accounting point of view, it definitely takes that away. It makes that easier because your numbers are going to balance.”
Simplified Record-Keeping
Gone are the days of stapling separate receipts together. Everything flows through one system, and historical records are easily accessible in IDS for auditing or reference.
Carol Burridge: “We don’t have separate pieces of paper they have to handle or staple together.”
Enhanced Security
An unexpected benefit of integrated payments: eliminating the occasional issue of customers forgetting their cards at the counter.
Carol Burridge: “We don’t have to handle the customer’s cards anymore.”
Better Support for Multi-Tasking Staff
In a lean operation where everyone covers multiple roles, IDS Pay removes friction. Staff who don’t regularly process payments can step in confidently without risk of costly errors.
Carol Burridge: “It’s definitely solved a lot of problems for us.”