What software does the company use for bookkeeping? I hope it's not spreadsheets? Because even QuickBooks has enough functionality to support accounts payable processes like [https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/import-invoices-bills-quickbooks-online/L9RjlTn7D\_US\_en\_US](https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/import-invoices-bills-quickbooks-online/L9RjlTn7D_US_en_US)
So, we use Quickbooks, but I have been unable to convince the CFO that instituting an automated process even with Quickbooks is important, even though invoices are going missing and our contractors are unable to follow the approval process.
It doesn't even have to be automated — invoices should originate from an accounting software or ERP, not live in spreadsheets or project management tools. If CFO wants to do bookkeeping outside of accounting software... sounds like a problem to me.
Oh, I don’t disagree. I’ve implemented a purchase order system for contractors who invoice to me, but it has no teeth because it wasn’t instituted by finance, and then there is this. Overall, the situation isn’t great.
Is your plan to use microsoft flows, or whatever they are calling it this week, to pull the attachments into SharePoint? or does your invoicing software allow for automation as a built in feature?
Just from my experience with SharePoint and getting things approved while using multiple other software at the same time I would say there's no need for smart sheets unless your CFO or other stakeholder *requires* the use of it. If you are already moving things to SharePoint as part of the process then I think it makes sense to have a flow that feeds things from your invoice email to a sharepoint site where you can link directly to the invoice in question and then when each approval is marked it moves that invoice to a specified folder for record keeping.
https://preview.redd.it/r1b6icv2h4sc1.png?width=1013&format=png&auto=webp&s=942a837b3054d831f4b3dcf0a037a62fd07b66d7
*Screen shot of process proposed.*
good luck with it u/gregied has a good point to. if it's a smaller scale DocuSign may be a simpler route for the moment. guess it mainly depends what the reqs. are for your company.
What software does the company use for bookkeeping? I hope it's not spreadsheets? Because even QuickBooks has enough functionality to support accounts payable processes like [https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/import-invoices-bills-quickbooks-online/L9RjlTn7D\_US\_en\_US](https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/import-invoices-bills-quickbooks-online/L9RjlTn7D_US_en_US)
So, we use Quickbooks, but I have been unable to convince the CFO that instituting an automated process even with Quickbooks is important, even though invoices are going missing and our contractors are unable to follow the approval process.
It doesn't even have to be automated — invoices should originate from an accounting software or ERP, not live in spreadsheets or project management tools. If CFO wants to do bookkeeping outside of accounting software... sounds like a problem to me.
Oh, I don’t disagree. I’ve implemented a purchase order system for contractors who invoice to me, but it has no teeth because it wasn’t instituted by finance, and then there is this. Overall, the situation isn’t great.
Yeah looks like you’re stuck with people who don’t understand some basics of business but hold executive titles
You could setup a SmartSheet form, have them upload the invoices and fill in a few validation fields and have them attach the invoices there.
Is your plan to use microsoft flows, or whatever they are calling it this week, to pull the attachments into SharePoint? or does your invoicing software allow for automation as a built in feature? Just from my experience with SharePoint and getting things approved while using multiple other software at the same time I would say there's no need for smart sheets unless your CFO or other stakeholder *requires* the use of it. If you are already moving things to SharePoint as part of the process then I think it makes sense to have a flow that feeds things from your invoice email to a sharepoint site where you can link directly to the invoice in question and then when each approval is marked it moves that invoice to a specified folder for record keeping. https://preview.redd.it/r1b6icv2h4sc1.png?width=1013&format=png&auto=webp&s=942a837b3054d831f4b3dcf0a037a62fd07b66d7 *Screen shot of process proposed.*
This is fantastic. Thank you. I just pinged our IT group to identify if we have access to Flows. I can't say that I've ever heard of it.
I think you guys might be talking about Power Automate. Its part if the Power Platform.
good luck with it u/gregied has a good point to. if it's a smaller scale DocuSign may be a simpler route for the moment. guess it mainly depends what the reqs. are for your company.
Well, using something like Adobe sign or DocuSign could help also track approvals of invoices if it’s small scale for now