Automated Invoice Management with Power Platform

Our client is a First Nation government organization supporting social and family services across their community. With over 1,000 internal invoices submitted monthly, the finance team needed a more efficient, accurate, and secure method to process approvals, track submissions, and maintain integration with their accounting system.

Problem

The existing process relied heavily on paper forms, email-based submissions, and manual data entry into Sage Intacct. This resulted in several operational challenges:

Frequent delays and errors due to duplicate data entry across systems.
No centralized tracking or reporting on invoice status, approval times, or outstanding forms.
Approval processes were inconsistent, with limited visibility for department leads and finance staff.
Heavy reliance on email attachments and scanning, which created bottlenecks and audit risks.

Solution

To address these challenges, West X Business Solutions developed a comprehensive solution:

We built a model-driven Power App with custom pages for users to create, submit, and manage internal invoice forms.
Designed approval workflows triggered through Outlook and Teams, streamlining multi-step authorization without relying on email threads.
Integrated the app with Sage Intacct via API, enabling real-time data synchronization and eliminating double data entry.
Delivered role-based dashboards and task views, giving finance and admin teams visibility into invoice status, bottlenecks, and overdue approvals.

Technology Used:

Microsoft Power Apps (Model-Driven App)

Microsoft Dataverse

Microsoft Power Automate

Sage Intacct (via API Integration)

The Results

Digitized and automated over 1,000 monthly invoices through a single system.
Reduced approval turnaround times and improved tracking of pending items.
Eliminated redundant data entry and reduced errors by integrating directly with Sage Intacct.
Provided staff and leadership with real-time insights through interactive dashboards.
Created a scalable platform that supports additional forms and finance processes going forward.

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