Monthly Invoice Processing

VIDEO TRANSCRIPT | Recorded: 2025-12-19 | Verify against current system state

Abstract¶

This session covers the monthly vendor invoice processing workflow used by the IT team to support finance reconciliation. Jeff explains the transition from the previous direct-to-finance billing contact approach to the current Smartsheet-based process, which requires manually retrieving PDF invoices from each vendor portal and uploading them with GL code information. The session highlights common challenges including locating invoices in different vendor systems, PDF format requirements, and the time-consuming nature of the current process.

Key Procedures¶

Previous Process (Pre-Smartsheet)¶

• Set up each vendor with a billing contact email address
• Invoices delivered directly to billing contact as PDF via email
• Some vendors created billing portal accounts for direct login access
• Billing person managed finance processes from there

Current Smartsheet Process¶

• Finance tracks charges from credit card statements
• As invoices/payments appear, finance adds entry to Smartsheet
• IT must upload the matching PDF invoice for each entry
• Copy GL code and reason from reference table below entries
• Invoices must be PDF format only - no screenshots, HTML printouts, or CSV files

Invoice Retrieval¶

• Log into each vendor system individually
• Locate the billing/invoices section (location varies by vendor)
• Find the specific invoice for the requested month
• Download as PDF (use Print to PDF if no direct download available)
• Upload to the specific Smartsheet line entry

Budget Approval for New Vendors¶

• New applications not on annual budget require approval process
• Small amounts may not need CEO/VP approval but still need budget assignment
• Approval documentation required for finance team
• Once approved, add to monthly/annual invoice process

Notable Statements¶

• 0:00:46 "The new process surrounded Smartsheet. So with the Smartsheet process, we get a, they work from the bills they get off the credit cards."
• 0:01:08 "And only a PDF, it can't be anything else. It can't be a screenshot. It can't be a CSV file. It must be a PDF of the invoice and it must be the exact one."
• 0:01:21 "So then you have to log into every single system and pull down the invoice and upload it into that very specific system."
• 0:01:49 "Of course, you could make yourself like IT support, the billing invoice for everything, and then have some kind of special billing address or routing in your mail."
• 0:02:08 "Just know that logging into each system, the bills, the invoicing piece is gonna be somewhere different and you have to document where it is."
• 0:02:32 "It can't be a printout of an HTML. It can't be a screenshot of an HTML page. It can't be a CSV file. It has to be a PDF."
• 0:04:06 "Because of the new process, it takes a really long time and you have to come back to it several times each month to get the process completed."
• 0:04:37 "A lot of times with, for example, the Google billing, the bills are so low, they're like $1.99. And a lot of times it's the exact same amount every single month."

Systems & Configurations¶

Systems Mentioned¶

• Smartsheet (invoice tracking and submission)
• Various vendor billing portals
• Google Cloud (billing example)
• Email systems (for invoice delivery setup)

Invoice Requirements¶

Specific Configurations¶

Credentials/Access Mentioned¶

• Individual vendor portal logins (locations vary)
• IT Support account could be set as billing contact
• Smartsheet access for invoice submission

Errors & Troubleshooting¶

• Issue: Wrong invoice pulled for entry
• Cause: Bills with identical amounts across months (e.g., Google $1.99)
• Resolution: Verify invoice date matches the specific month requested; finance will reject incorrect invoices

• Timestamp: 0:04:47

• Issue: Cannot find PDF download option

• Cause: Vendor only shows HTML invoice view
• Resolution: Use browser's Print to PDF function to capture the screen

• Timestamp: 0:02:42

• Issue: Invoice location changes in vendor portal

• Cause: Vendors frequently update their billing interfaces
• Resolution: Document invoice locations and update as they change

• Timestamp: 0:02:17

• Issue: New vendor not on budget

• Cause: Application/service signed up mid-year without budget allocation
• Resolution: Track down approval documentation; may need budget assignment; slows down process
• Timestamp: 0:03:09

Process Improvement Recommendations¶

Consolidate Invoice Delivery¶

• Set up IT Support as billing contact for all vendors
• Create dedicated email address/folder for invoices
• Use email routing rules to organize by vendor
• Collect PDFs in one place for monthly processing

Alternative Approaches¶

• Email-based invoice delivery where supported
• Webhooks or API integrations for automated retrieval
• Standardized billing portal access documentation

Time Commitment¶

• Process requires multiple sessions per month
• Finance sends reminders 3-4 times as new invoices appear
• Entries may be rejected and need resubmission
• Each vendor requires separate login and navigation

Transcript Gaps & Quality Notes¶

• Recording from live knowledge transfer session
• Duration: ~5 minutes
• Presenter: Jeff Sikes
• Brief overview of administrative process
• References "Carrie" as previous process owner
• Audio quality: Good