Portal for Vendors to manage Invoices

May 11, 2024
Portal for Vendors to manage Invoices

The Client

TWF is an NGO that among other things organizes many in person events during the year, including a big conference that attracts up to 10,000 visitors.
They connect with many vendors to fulfill on these events, including catering, decoration, stationery, photography, PR, marketing, equipment rental supplies and freelancers, among others.
They were reluctant of giving Salesforce access to all of them as it would concur in increased costs, time spent on training, and IT security protocols to follow.

The Problem

  • Vendors needed to submit invoices for services given.
  • Accountants were manually copying and pasting invoices into Salesforce records.
  • Vendors were emailing often accountants to understand payment statuses.
  • The organization was reluctant of giving Salesforce access to vendors.

The Solution

  • User friendly and simple Portal for vendors to upload invoices.
  • Vendors are asked to include line items and values.
  • Portal connected to Salesforce, to automatically sync records.
  • Vendors get notification of invoices being confirmed, approved, and status updated.

The Results

  • Accountants reduced time to entry new invoices from 10 to 1 minute. Errors in copying and pasting reduced as well.
  • Accountants freed from updating vendors at every stage of the process.
  • Vendors can monitor all their invoices in one place.
  • Company saved money in vendor seats and access to Salesforce. IT relieved from security issues.

Tech Used

  • Airtable as the backend
  • Make and Gmail for notifications
  • Make for synchronizing with Make