Automated Invoice Management
Expertise
Platforms
Deliverables
Website
Visit website
Project Overview
A First Nation government organization responsible for delivering social and family services across its community faced mounting challenges in managing internal invoice submissions. With over 1,000 invoices processed monthly, the finance team relied on a fragmented system of paper forms, email attachments, and manual data entry into Sage Intacct. This approach led to frequent delays, data duplication, and limited visibility into approval workflows. Department leads and finance staff struggled to track invoice status, identify bottlenecks, and maintain audit readiness. The organization sought a modern, secure, and scalable solution to digitize invoice management, streamline approvals, and integrate seamlessly with their existing financial systems.
Execution
To address these operational inefficiencies, a comprehensive solution was designed using Microsoft Power Platform. A model-driven Power App was developed to centralize invoice creation, submission, and tracking, backed by Microsoft Dataverse for secure and structured data storage. Power Automate orchestrated multi-step approval workflows, triggered through Microsoft Outlook and Teams, reducing reliance on email threads and manual follow-ups. Integration with Sage Intacct via API enabled real-time data synchronization, eliminating redundant data entry and minimizing errors. Role-based dashboards provided finance and administrative teams with actionable insights into invoice status, approval timelines, and outstanding items, supporting better decision-making and workload management.
• Model-Driven App Deployment — Built a centralized application for staff to create, submit, and manage internal invoices, replacing paper and email-based processes.
• Workflow Automation via Power Automate — Designed multi-tiered approval flows triggered through Outlook and Teams, standardizing authorization and reducing turnaround times.
• Sage Intacct API Integration — Enabled seamless data exchange between the Power App and accounting system, eliminating duplicate entry and improving data accuracy.
• Role-Based Dashboards and Views — Delivered tailored dashboards for finance and department leads, enhancing visibility into invoice status, bottlenecks, and overdue approvals.
• Security and Access Controls — Implemented role-based access and data governance using Dataverse, ensuring compliance and protecting sensitive financial information.
Results
The implementation of the Power Platform-based solution transformed the client’s internal invoice management from a manual, error-prone process into a streamlined, automated workflow. Over 1,000 monthly invoices are now digitized and processed through a single system, significantly reducing administrative overhead. Approval times have shortened, and staff now benefit from real-time visibility into invoice progress and outstanding actions. The direct integration with Sage Intacct has eliminated redundant data entry, improving accuracy and reducing the risk of financial discrepancies. The scalable architecture also positions the organization to expand automation across other finance-related processes in the future.
• Digitized and automated over 1,000 monthly invoices through a unified platform.
• Reduced approval delays and improved tracking of pending and overdue items.
• Eliminated manual data entry and reduced errors via real-time integration with Sage Intacct.
• Delivered actionable insights to finance and leadership through interactive dashboards.