Case Studies
IT Invoice Processing Overhaul Boosts Efficiency and Accuracy
The IT Invoice Processing system was revamped to resolve inefficiencies caused by inconsistent data entries, batch date errors, and duplicate vendor records. By introducing default field values, automated archiving, and AI-assisted vendor standardization, the overhaul significantly improved accuracy, speed, and user experience.
Technologies Supported
- SharePoint
- Power Automate Flows
The Challenge
Untangling the Chaos: Where Invoice Processing Fell Short
The original IT Invoice Processing workflow faced several challenges that hampered efficiency and accuracy. Processing invoices from some vendors was cumbersome due to inconsistent field entries for “Bill to Company” and “Currency,” causing frequent manual corrections.
Batch date errors led to confusion in invoice tracking, and the vendor list was cluttered with duplicates or unstandardized names, making automation difficult. Additionally, archiving old invoices was inefficient, resulting in sluggish tool performance, and there was no streamlined method to handle duplicate invoice entries, increasing the risk of errors and redundant work.
The Solution
Improved SharePoint Invoice Tool: Smarter, Cleaner, Faster
To address these issues, several targeted improvements were implemented in the SharePoint IT Invoice Tool. The invoice process was streamlined by setting default values for key fields and enabling the generation of AP-ready CSV files.
The workflow was updated to ensure accurate batch date population, and the vendor list was cleaned up by cross-referencing with AI-generated names for standardization. Old invoices were automatically moved to an archive list via workflow, reducing clutter and improving tool performance.
Finally, a dedicated process for duplicate invoice handling was created, including custom list formatting to simplify user interaction and responses.
Some highlights of the solution include:
- Default fields and CSVs improved speed
- AI cleaned vendor names
- Archiving and duplicate checks boosted accuracy
The Outcome
Improved IT Invoice Processing for Smarter Operations
The IT Invoice Processing system was significantly enhanced to deliver greater reliability, efficiency, and user-friendliness. By introducing default field values and automating CSV generation, manual input for GIC invoices was substantially reduced. Accurate batch date handling improved tracking and reporting precision, while a refined vendor list enabled smoother automation workflows. Performance was further optimized through strategic archiving of outdated invoices, and the implementation of a robust duplicate-handling process minimized errors and freed up valuable time for the team.
The Conclusion
A Smarter, Leaner Invoice Workflow
The targeted improvements to the SharePoint IT Invoice Tool successfully resolved longstanding inefficiencies, delivering a faster, more accurate, and user-friendly experience. By automating key processes and refining data workflows, the system now supports scalable, error-resistant invoice management that empowers the team to focus on higher-value tasks.