Turun Weikot went from an unreliable computer and shoeboxes to fully digitalized financial management

Turun Weikot is a traditional sports club founded in 1912, offering a wide range of sports opportunities for all ages. 

The administrative power duo of Turun Weikot consists of operations lead Ari Jalonen and financial management lead, as well as multi-sport association expert, Veera Normasto. Both are long-standing members of Turun Weikot: Jalonen comes from a football background, while Normasto, who represents the fourth generation in the club, has a background in gymnastics.

When financial management relied on an old computer 

Before Turun Weikot implemented Heeros' financial management software in 2022, their financial management was largely dependent on one person and one computer.

When the person previously responsible for financial management retired after doing an admirable job with the resources available, Jalonen and Normasto began exploring less risky and more modern options for managing finances. The selection process particularly emphasized the software's user-friendliness and its support for managing complex association structures. The Heeros Total Package offered precisely the functionalities required for the financial management of a multi-sport club like Turun Weikot. Additionally, Heeros’ local support and customization options were decisive factors.

Challenges and lessons from the implementation phase

Although the implementation was partially done one sport association at a time, in hindsight, Normasto believes that implementing all functions simultaneously was too ambitious a choice. The biggest lesson was that a phased implementation would have been more effective—allowing the new operating model to integrate more smoothly throughout the organization.

Normasto and Jalonen agree that the key was to be patient and open to new ways of working. While there were challenges in the beginning, overcoming them ultimately led to a better understanding of the overall financial process and how we can use digital tools more effectively.

From shoeboxes to a digital process 

Normasto still vividly remembers the time before Heeros, when, after the turn of the year, the finance department would receive 'random shoeboxes full of receipts.' The chaos of binders, tickets, and slips made financial management slow and labor-intensive, and having a real-time view of the financial situation was a utopia.

With the implementation of Heeros, the entire financial management of Turun Weikot was digitalized. Purchase invoices, travel expenses, and expense reports are now processed directly in the software, eliminating the need to handle each receipt individually. After an initial adjustment period, this has greatly simplified operations for the sports associations, and information now flows smoothly throughout the organization.

Digitalization brought freedom and efficiency 

Heeros has not only made financial management easier, but it has also brought freedom to everyday work. Normasto is pleased that she can now work from home and no longer spends time on a daily 50-kilometer round-trip commute. Jalonen, too, sees the benefits of digitalization in his daily life: "I can take care of necessary tasks even on the bus on a game trip using my laptop or phone."

A single shared archive for all administrative documents makes daily operations easier. For example, trusted individuals can access meeting minutes and financial reports as needed.

Additionally, Heeros has simplified tasks for volunteers, as receipts can now be submitted directly through the mobile app—even right at the store checkout.

Overall, Heeros has transformed the financial management of Turun Weikot into a modern and efficient process, allowing them to focus on what matters most—developing the sports club and serving its members.