Use Case – Finance Department

Office 365 / SharePoint Blog

Our Finance department embraced one important benefit of SharePoint/Office365 – the ability to transform the financial aspect of the division into a paperless process. The goal for the department is to have all of their processes and files in an electronic format.

During the 2015-16 fiscal year they piloted the process of engaging the various departments within the division into submitting invoices using OneNote. Initially piloted through one of their team members’ OneDrive, where files in OneDrive were shared individually with the responsible parties in each department, they moved the process to their SharePoint site for the 2016-17 fiscal year.

Using OneNote for this purpose has helped the Finance department in a number of ways:

  • As new invoices are added by division staff, the OneNote notebook will reveal that change by turning the notebook name bold, an easy visual notification to the Finance team that a new document has been added.
  • All of the invoices related to each month, and each type of expense, are attached to the OneNote file.
  • The invoices are organized by sections with the budget code and subsections for each month, so at a glance, the team can review the current months’ bills for a specific budget code.
  • Invoices are not lost through interoffice mail, and the department’s representative is able to review any prior invoices at any given time.

Prior to moving everything to SharePoint and Office 365, the finance department was buying 10 cases of paper. Not anymore. What a great savings story!

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