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Sample vendor invoice pdf for non-profit organizations

okay we're gonna get started uh thank you uh for joining us today my name is ahmed hanan and this is your documentary um just a quick introduction by myself i um we do operate in in document management space and in process automation solution we have been in this business for over 10 years myself i've been in finance i've been a director of finance and cfo as well as well as my background is engineering so i'm very passionate about this topic and i'm happy to share some of my my experiences and some of the best practices today with you um just before just before starting this session will be recorded hopefully you're okay with that from a privacy perspective also we will share this slide whatever we talk about today we're going to share the recorded session as well as the slides with you i think we have some people who are showing up they're going to be joining us late but we will share all the materials with them as well so and at the end of the at the end of this webinar we're going to open it up for questions and hopefully we can have a dialogue about your situation about some of those um is there any benefit of those technologies or those solutions in your organization we're going to also look at at the end is some of these uh technologies are free some of them have a price as well but we're gonna see that photo and you can choose and you can pick and choose which one that works best for you okay so here's what we're gonna talk about today um your pro some of the processes current challenges are not for profit you're probably very familiar with them but we're gonna touch base on those as well we're gonna look at some of the solutions for not for profit today's session is about not-for-profits so we're going to look at account payable automation we're going to look at expense claims management from a finance perspective we're going to look at you know general sense robotic process automation this is a solution by microsoft by the way the first two they're uh we have been in this space it's our own solution the account payable and the expense claims management we're going to also look at documents management as well and we're going to also i'm going to show reporting using power via as a reporting tool as well because i understand the mandate a lot of not-for-profit and some of the requirements from a reporting perspective whether it's to the board to the senior team funding sources and so on and that's right we're going to try to answer the question how and where to start at the end and we're going to open it up for questions some of the key processes and not-for-profits as you know you have any not-for-profits organization has i would call them this structure from a governance perspective you have a board you have an executive and senior team and you have other stakeholders as well so we have a central administration which includes most likely finance i.t hr and so on but you have the core of the businesses the programs and the programs can be services can be product it can be program a and very specific and what we call it very dedicated program from a funding perspective you're most likely getting funding with either restricted finding and what we call restricted funding is a funding dedicated for a specific program a specific service you also have obviously policies that you have to comply with you have mandate that you have to report on and you have stakeholders that have different type of requirements as an outcome of this process um you're gonna have obviously a client to serve you have reporting all those in stakeholders that i mentioned before whether it's the board whether it's the the senior team they have reporting requirements with its funding sources as well you have one of the key areas that's there's a lot of focus lately on is what we call operational efficiency and you have obviously employees and partners that allow you to to to serve the mandates allow you to actually accomplish with your what you're organized for today we're going to see some of those how those technologies will help from an operational efficiency perspective so some of the challenges is a key concept uh showing up more and more lately it's what we call devolution um evolution is basically you're seeing most likely from a private funding sources are being are drawn up and and they cut in some of the funding programs whether it's a government um funding program or private funding programs those those funded sources are getting very competitive you have to be very competitive for them and some of them have been being reduced as well that's what we call the evolution uh what we have seen we worked with several i myself worked with several non-for-profit organizations and i've seen a lot of times my 9 out of 10 i've seen a lot of complex manual processes that have to be managed and typically that requires a lot of data keying requires a lot of recently i was working with the customers with the pandemic obviously and when you have an approval they print out checks and that check but there's one person who drives to one location to the person's house to get the check signed there is a double signature so that same person signs the checks and has to drive to another location to get those checks signed then somebody else is going to pick them up and get this to get them distributed that's a very manual very complicated process that's an example of bosses that are very manual and complex um documents especially with the pandemic being able to work from home access your documents and information is key and that's something we're going to look at today so what are you going to see today from those issues and challenges that we're going to tackle is number one complex and manual processes that's something we're going to look at and we're going to talk about the second one is from how to achieve excellence from search enable uh with the ability to find information easily and and and and and how to access your archiving that your document that are archived and the third one is the training in my opinion that's something very critical and not only one-shot training but rather sustained training or continuous training that's something that's required for uh for um or uh for staff in not-for-profit i have done quite a bit of training with folks and not for profits with its erp accounting system training like dynamics 365 or budgeting training 101 type of stuff those are very valuable and very helpful for organization uh for not-for-profit organization another challenge that you probably see in a little time a little money um that's something we'll touch on not a lot of time not a lot of money but those are the three things we're going to focus on the processes being able to access back documents and information easily and how to sustain training for folks in not-for-profit organizations okay so um when we look at when we try to target um reducing paperwork complexity and that's that ties up to what i was talking about from a possible document management so here are some examples i've seen [Music] managing funding schedules when you have funding sources each of the funding source has a schedule with an agreement and managing those sometimes it's tricky because when you're trying to use your budget you have different schedules you have to put them in your budget finding those schedules sometimes they centralize in an office we cove it now being able to access those documents is generally very difficult so you have to scan them or somebody has to scan them across for that data to give that document to you um expense claim that i've seen something very common not for profit you have an employee who provides a service or he's doing a task and he's incurring or she's incurring expenses and those expenses have to be managed have to be approved have to be validated and have to be accounted for from an accounting system that's also really heavy manual process key in beta insistence i mean typical like you get invoices you get receipts and from an ap perspective from an account payable perspective those invoices have to be keyed in the system and i've seen a lot of folks are still keen in the data manually where in fact there are technology that can help you with that and i mean mainly that's something i'm talking about is is what we call ocr technology that allow you to extract data directly from invoices without having to key that manually sorting document that's also very heavy uh preparing report put in a report together and i've seen a lot of organizations still relying on excel so basically they have an accounting system they go and export the data and they start um they can start massaging it and generating the report in excel where most system currently do provide you with that ability to generate the report and that's something i'm going to talk about is power bi today is a very powerful tool by microsoft in fact the desktop version is it's free so you can choose it you can try it and if you need something more advanced that's something you just need a little bit of training and you can and you can um leverage that tool uh managing budget that's something also very heavy and that's something generally it's managed well with wind and accounting system it depends which accounting system and we're going to open that discussion again to see what can be done with your accounting system and i start very familiar with bunch of them so i'm happy to share my knowledge and i'm happy to share some of the experiences of how i had in those in those in those systems okay two type of solution we're gonna look at let's look at document management and what we call it uh dms or what we call as other people call it enterprise content management in a nutshell what it is it's it's managing your documents and information electronically and be able to access that information anywhere you are whether at home whether you're traveling whatever 24 7 and that statement is data is not relying on a physical space to access information but rather be able to access that information quickly easily and anywhere you are and i'm going to show you a quick solution about that um there is what we call also business process management or we call robotic process automation that's a second tool that's in the private sector and even as a matter of fact you know not for profits in the state it's getting getting a lot of traction it's actually the trending tool now robotic process automatic uh automation robotic automation is basically anything that's manual it can be automated using robotic process automation okay and i mean if you're downloading files and uploading them in a platform for funding that can be automated if you're keen in beta that can be automated if you're um uploading documentary files or csv or excel files or in your accounting system that can be automated if you're even sending notifications that can be automated using robotic process automation and that's and i'm going to show you some of the examples okay okay so um so document management document management you're obviously getting document any business and or any organization is relying on documents whether it's from funding whether it's reports from your employees with expense claims whether it's um ap invoices whether it's purchase orders those documents uh you need them at your fingertips especially if you're you're trying to work for a remote or um you can also look at workflow management workflow is meaning i want to flow a check signature from one person to another i want to flow that contract that has been signed by one person and then after that it goes to another person and i would like to sign that electronically the workflow management allow you to do so on reporting as well so um so let me just show you quickly what i'm talking about so i just want to make it when i i do speak about these topics i really i i do want to make it very tangible so you can see what those are examples that just meant for you to be example not to to promote the solution or whatever but i'm just sharing those examples so if i go in here um let me just so it says that's one example of documents management so let's say you have you're at home or you're somewhere else so when you have you can in here you can just type in here and when you type the document the name of the document will show up and you will get you get to see the document this is an access that's basically for anybody who has uh who has access to the solution that document shows up all the data behind that document like this is this is captured what we call an ocr solution and i'm going to show you an example from an ap perspective you can see this document you can see this this is in french let me just switch it to english and this documents obviously it can be remember earlier i spoke about workflows it can be signed it can be approved by like in this case i have three folks that are involved in the workflow and this is what we called so the first person has approved this has looked at it has approved it the second person key it's like maria has approved it keith has not signed it yet he's still in progress and the person the third person has not looked at it either so that's a typical example of workflows um application of this is like i mentioned the checks i mentioned contract you mentioned purchase orders those are all documents that can be flow that can flow from one person to another and the workflow engine allows you to sign those document to approve them to review them and even to sign them electronically so if you have a signature the one of the key functionalities about document management and the ability to find data very quickly so you can see here i just soon as you start typing on the top right that document will show up so and show ups and you can share this document whether it's with internal for internal purposes or external purposes like a funding source or or the government reporting or whatever you can also have a full audit trail from an audit perspective so you can see all the changes that were made to this document who downloaded how modified it and so on and if you have archived documents you can even go back to archived versions and restore them if you want that's an example of vms um the internet today if you do want to see something more information about specific topic please feel free to reach out to us and we'll be happy to share that information with you today this session is just me to be very light you should expose it to some of those uh solution technology and the tools that can help you and like i said before some of these tools are free some of them you have to pay for obviously but you but um feel free to reach out to us and we will be happy to to direct you to them and so to the right uh whatever to help you select whatever is good for you so i'm going to go back to to the present powerpoint presentation just to carry on what we talked about so that's from the documents perspective we talked about workflow um robotic process automation so um so for robotic process animation both of these tools help you reduce the reliance on paperwork so you can access your document quickly but also what you do with that document you want to sign it that's a we want to share it with an external source and tune source you can do that so the other cool things about it is you don't have most likely so if you have a person who's sorting documents you're getting those documents you're sorting them you're basically sorting the meaning says oh okay this is a po this is a letter that should we go for kevin that should go to reverend this is this contract should go to danielle that type of stuff that type of sorting document can be also automated using technology and i'm going to show you some of those as well you can also tag files or create folder automatically so um so let me um so one of the examples of that is ap ap account payable we typically got a lot of invoices and we typically have to key those invoices in this system so um what you want to do from an ap perspective which is a key benefit for an ap automation so eliminate or remove any manual data entry which is keying in systems um as you know we're humans when we key and stuff sometimes we make errors and that's normal uh you wanna reduce that error rate or at least get rid of those error rates um another thing is when you manage your ap process it allows you to be able to do to reduce the lead time or the processing time of that invoice if handling any voice would in general in a manual process take you a few days using the system usually it's like few hours or even minutes and when you have that time you reduce the lead time it allows you and i'm not sure if you have vendors who some of the vendors do offer early payment discount meaning if you pay let's say you have a 30 days terms of payment and you've managed to pay within 10 days some of the vendors in order to increase their cash flow situation you do offer discounts which means they offer you uh with two percent or whatever if you pay within the ten days the first sunday and an ap automation by reducing the processing time allows you to do so uh obviously you can manage you're going to master your expenses your process you can eliminate miscommunication because one of the stats i have seen before is saying that between 20 to 30 percent of time from an ap perspective goes to handy requests and an answer question where is this invoice and trying to find the invoice and key in data that's a lot you can imagine 20 to 30 percent of your time is going that way that's that's really not productive and that can be that time can be saved uh typically the question i get a lot is is this well i can reduce it to ease um to be quite honest that's not the intense my personal uh experience in finance for example is not about reducing fges but rather being able to dedicate train my resources and dedicate them to do value adding stuff so the analysis part of the account of your income statement balance sheet and helping making the decision process and that's more value adding tasks obviously you can have prevent compliance risks and issues and and the last thing but not the least is having increased visibility over your expenses so let me go back to the the ap so side i'm just going to show you how the aap site works i'm just going to show you so in ap you'll probably see in my screen form for ap that's the solution so you get you get invoices coming in so you have different type of invoices coming in these invoices can come in from an email so you get your invoices coming from an email from a vendor you get all your invoices coming from a pdf from image whatever it is or from a scanner if you get the email if you still get invoices coming in via like couriers to your office space in that sense you will have to scan them and the scanner the technology basically what it does it's going to capture those invoices it's going to extract the data for you this is what you see in green in here it's basically extracted in an automated way it's not a human being that's keeping that data but that data can be expanded automatically and when the data is extracted you can verify the software can verify it as well and also can even name the document automatically for you so you don't have to sort that's what i was talking about we don't have to sort the document manually so the software has the ability to ask the source document to name them and to put them in the right folder for you in the right structure so it's easily manageable you can easily find it afterwards and you can even do what we call like you can even prepare the accounting entry for your account and software and this data it can be transferred to your account and software using the different tools that we're going to talk about later so basically you get here from an ap example you get the invoice you capture the data the software extract the data the software verifies it and send it to approval if you have some criterias for approval within your organization and then after that when it's approved it goes to an accounting software this will save you a lot of time the risk the compliance risks you will save and those are technologies that do now are very common in the marketplace and you can um and if you need more information but then please feel free to reach out to us that's an example of ap that i want to show you uh i will have i will open the discussion later for uh if you have any questions okay okay so we talked about this so another tool is um so basically just watch just a quick between rocket um one of the things i wanna the the first one i showed you the document management it's our solution we we have a software company we developed a solution the the data capture the piece for the ap site that's our solution as well but i'm also showing you another type of solution that we distribute and we work with as well is for example microsoft solution and those are my favorites in microsoft's product line one of them is called power automate the power automate remember i spoke about the workflows and flowing document from one person to another power automate takes it to another level so really push it higher and what it does is anything that's tasked so for me when i was doing finance sometimes i take files i have an external or internal vendor stakeholder and i have to send those files to from account receivables i have issue invoices and those invoices i want to have to i want to set up reminders for myself to if that invoice is not paid um i have a checklist of transactions to be done from a finance perspective from a from a final from funding perspective i have a set of things i need to upload into the system whether it's a crm whether it's a finance software power automate allows you to that anything that's manual and that can be can be done by a power automate the beauty of it is power automate comes with who hundreds and hundreds of connectors and 100 templates you don't you're not starting from scratch and and by the way this is there is a free version you can try it you can just go to microsoft and download power automate and you can and you can start getting started with those and if you need training if you need any information would be happy to share that information with you so it's a it's a it's a powerful tool myself i have it on my desktop and i use it for many many manual tasks and it just goes and do it i mean including sending emails sometimes if i have a reminder to be sent i set it up in power automate and it's done so that's a very very powerful tool you can have more advanced tools in it with advanced functionalities like for example if you are familiar with macros in excel so you know how macros work sometimes you have to record that macro that that macro will redo if you have a task that you're doing multiple times you record that macro in excel we'll do that macro when you launch it you will do that task again so power automate has that functionality as well so you can record a flow and it will repeat it for you without any menu integration it does have um and for the more advanced version it does have ai functionality as well so it uses artificial intelligence and it's very advanced solutions so that's something um that's i would i would um i would highly recommend it it's a local so you don't need to know the code i mean you just need to learn the product and you can start using it and like i said before it's a there's a desktop version for person you can use it you can try it and if you have questions feel free to reach out to us okay another example which is i've seen it not for profits a lot a lot of reports requirements a lot of people are doing reports in excel so in this one again there is a free version and it's a microsoft solution power bi you've probably heard of it it's very easy and it's extremely powerful uh solution so you have um you have a data whether that data in excel within any accounting system whether it's in your crm or there's a database uh you just create click the link and you can generate your dashboard it does require training obviously because it's so right so it's very advanced but um here's a few functionality what i like about power bi power bi allows you to link to any type of system you don't have to have a system for microsoft to be able to link to it so you can link to an excel at the database or a sql database and you can start playing with your data and generate the report you can combine sources of data from your finance operational and generate some really cool dashboard and and key performance indicators and another functionality about power bi that is a mobile version as well i mean you could say your senior team requires a set of reports you can design those in power bi and you can share that as soon as you publish and you share that information they go using their mobile and they can access that information so if you're still using a lot of taking a lot of time for your reporting tools or putting reports together power bi is definitely a tool to explore um what else um okay so so those are um so basically those are the solutions so me just um quickly um do a summary for we talked about i showed you document management piece developments how to find document easily and how to access them electronically from anywhere i showed you the workflow engine which is how to flow documents for signature from one person to another and i also showed you the robotic process automation which is allows you to automate any manual tasks um and also i showed you the power bi just spoke a little bit about it i showed you what can you which can you do with it i think whether it's a report for the senior team for funding so also for the government and another thing i want to show you before i jump into this i just submitted this one i want to show you so there is another solution that we call the form 360 that allows you to handle any expenses exclaimed so let's say i am an employee of your organization i am working with a customer and i include some cost with this a travel cost whether it's whether it's an invoice whether it's something like that for the customer whatever it is whatever your operation is uh typically people will start gathering those invoices received then after that they send them their email somebody has to sort those documents somebody has to approve them you can avoid all of that you within what we call the form 360 which is it's a mobile friendly the person will get they take a snap you can have an invoice take a capture of the invoice hit send and it will show up you apply the ocr while talking about the data extraction you can submit it to workflow you get validated like let's say by the manager of that person plus the accounting manager then after that you can transfer those documents those data and document your accounting and that all of that all of that process that usually takes time from writing emails gathering documents sorting them approving them all of that can be automated using solution and the best of it is everything is electronic so you don't have to rely on paper-based anymore so those are those are examples of technologies their solution for the non-for-profit again today's session was meant to be late and just just to expose it to them some of those tools but if you do need more details happy happy to share that information with you so where to start so that get me um for just that so i'm going to go back to the power point presentation uh and where to start so we have um typically i do recommend to not um to not target to the air or then at the same time obviously any every organization is has its own specific need and situation and even technology implementation of the technology being used by a specific organization or not i mean each organization has its own technologies of their own challenge and in its own structure okay so what i typically recommend is not start with everything identify the low-hanging fruits where there is manual risk manual data a lot of manual work whether you're currently encountering errors or have risks or time issues sometimes if a process takes a lot of time and you're not managing to meet your guidelines so that those are areas that i would consider for us as a first first project to embark on to target using those solutions so if you have manuals you have you have tasks or you have errors you have risk those all time issues those are and i would definitely choose a pilot area the advantage of having one pilot area is you're not you're not you're basically building your energy focus on one area that's first second it allows you to showcase the benefits of that to both your teams in your team and to your employees because part of any technology in boarding is is is basically engagement of your employees because the change management is part of any type of project so when you have a one pilot project you basically allow folks to see the benefits and when they see the benefits you you're on board in them and getting their engagement and get their buy-in it's a lot easier when they see the benefit uh another thing is choose the right solution choose the right partner as well i mean because a lot and that's the piece that i wanted to speak about as well so from a training perspective they're not i've been amazed with the people i worked with they're not for profit i mean they're very talented they have a lot of eagerness to learn but again i mean the role of the organization is to provide them with that training material with those resources in it so that links to what i was saying is choose the right partner which is somebody who not only implement the solution and disappear and i've seen that unfortunately i mean a lot of people are into the mix of just implementing the solution and it's a project for them and in that part without an accounting system or crm when that project is over you move to another one rather you want somebody who's gonna coach you support you and you'll until you get all the required skills but also allow you to have all the access to all the documentation and a continuous training for uh for your staff and that's very very very important for any organization uh organization again if you have any questions uh we're happy to share our knowledge we're happy to share our experiences please feel free to reach please feel free to reach to reach out to us okay so now i'm gonna go back and just gonna open it for any questions and um and if you our feedback or i would like to learn about your situation i would like to learn about your organization what you guys are doing uh if anything that if what's the value of this do you think that there is any value those tools or technologies in your organization we do provide a free consultation in case you need it so happy to chat more okay thank you and i hope hopefully we hear from back from you soon and otherwise have a great day thank you