Automated Invoice Management
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Project Overview
Our client is a First Nation government organization delivering essential family and social services across their community. With over 1,000 internal invoices submitted every month, their finance team was overwhelmed by an outdated, paper-based approval process. Submissions were managed manually—requiring handwritten forms, email chains, and redundant data entry into Sage Intacct, their accounting system.
This led to frequent delays, inconsistent approvals, lost forms, and limited visibility for both finance and departmental leadership. The lack of real-time tracking created bottlenecks during critical reporting periods and raised concerns around auditability and compliance.
We were brought in to design a secure, automated, and future-proof solution using Microsoft’s Power Platform—with the goal of transforming the entire invoice lifecycle from submission to accounting sync.
Execution
- Process Mapping & Discovery
We documented the existing workflow, identifying pain points like multi-entry data handling, missing approvals, and email overuse. We also reviewed the integration points with Sage Intacct to streamline the end-to-end flow. - Solution Architecture
We designed a model-driven Power App hosted on Dataverse to centralize invoice management. Custom forms allowed users to submit invoices with department codes, amounts, and supporting documents—replacing the previous paper-based forms. - Automated Approvals
Approval workflows were developed using Power Automate, with notifications and approvals routed through Microsoft Teams and Outlook. This reduced email clutter and improved response times. - ERP Integration
We integrated directly with Sage Intacct via its API, syncing approved invoices without requiring manual re-entry by the finance team. This integration eliminated one of the most error-prone aspects of their process. - Role-Based Access and Dashboards
Using Dataverse security roles, we delivered personalized dashboards to finance, department managers, and administrative assistants. Each user could see their relevant tasks, approvals, and overdue items. - Scalable Design
The system was architected to support future financial workflows, including purchase orders, reimbursements, and vendor tracking—extending the value of the platform over time.
Results
The solution delivered measurable impact within weeks of rollout:
- 1,000+ invoices per month fully digitized
All internal invoice submissions now go through a single, trackable, and paperless process. - Approval delays cut significantly
Time-to-approval dropped from several days to under 24 hours in most cases, thanks to Teams-based reminders and structured workflows. - 100% reduction in double data entry
The API integration with Sage Intacct eliminated the need for manual input, freeing up hours of finance team time and reducing the risk of errors. - Real-time reporting for finance and leadership
Stakeholders now have full visibility into invoice volume, approval times, and aging invoices—helping drive accountability and streamline month-end close. - Audit-ready system with centralized records
Every submission and decision is logged, with attachments and timestamps stored securely in Dataverse, simplifying audit prep and financial governance.
The platform is now a critical part of their finance infrastructure—reducing risk, improving efficiency, and positioning the organization for further digital transformation.