Automated invoicing
with accurate forecasting
Multistep workflow
The problem:
Business operations teams lacked a unified invoice intake process and quarterly budget forecasting capabilities. Invoices arrived through inconsistent channels which caused confusion, duplicative efforts, and processing delays. Forecasting vendor costs was a fully manual process, making it difficult to maintain accuracy—especially when dealing with fluctuating exchange rates and frequent training schedule changes.
The solution:
A structured, form-based invoicing system was introduced to collect vendor submissions, which feed into a centralized spreadsheet tracker. Team members could claim responsibility for individual invoices, reducing overlap and improving transparency. The form also included purchase order references and supported additional file types, which meet various vendor needs. For budgeting, a dynamic forecasting tool was developed by connecting vendor cost information with learning platform data to project spend based on upcoming deliveries. Formulas and JavaScript enabled automated updates—including live currency conversions—ensuring up-to-date and globally accurate financial projections.
The benefits:
Eliminated duplicate invoice processing and increased clarity around ownership.
Improved accuracy and timeliness of financial forecasts.
Integrated real-time currency conversion for globally accurate budgeting.
Enabled leadership to make data-driven decisions with minimal manual input.
Reduced administrative burden and improved operational efficiency.
Dashboard
New invoices were automatically added to the dashboard where team members manually claimed responsibility. Once claimed, the line item copied itself to a vendor-specific tab—eliminating copy/pasting, inconsistent data, and manual error.
