Municipality Streamlines Invoice Management with M365 Solutions and Training 

About the Municipality

The client is a municipality with 250 employees, serving a population of nearly 24,000. Dedicated to improving operational efficiency, the city has embarked on a digital transformation journey to leverage technology and data for better service delivery to its citizens.

Gravity Union supported a project aligned with the city’s strategic plan, which focuses on modernization and innovation in public service.

Technologies

SharePoint

Microsoft Lists

Power Automate

By the Numbers

250 employees

24,000 citizens served

Business Context & Goals 

As part of their long-term strategy, the municipality aimed to implement a solution to streamline their invoice processing. The high-level goal was to enhance operational efficiency and citizen services through improved technology and workflows.

The municipality selected Gravity Union to deliver a modern solution that would:

  • Increase transparency for both City staff and vendors throughout the invoicing process

  • Optimize payment timelines to ensure timely payments

Solution Highlights & Benefits

User-Friendly Invoice Management with SharePoint and Microsoft Lists

Gravity Union developed an intuitive invoice processing solution in a SharePoint site, leveraging modern Microsoft Lists for end-to-end process management.

Visual indicators within the list display the invoice status within an established five-step process. The City’s Accounts Payable team can initiate new invoice document sets and configure metadata to streamline processing. Action links with icons further simplify navigation to help users move the invoice through the process. The list uses SharePoint column formatting for a user-friendly experience.

To support future governance, custom content types were created behind the scenes, ensuring the solution aligns with the city's retention schedule and file plan.

Image description: Invoices SharePoint list enhanced with visual indicators of steps and next action.

Image description: Workflow design for invoice process

Dynamic Workflow and Automation with Power Automate 

The municipality's approval process varies based on the invoice amount, requiring one, two, or three levels of approval.

Gravity Union implemented Power Automate to orchestrate invoice workflows. The initial workflow is initiated when the administrative team updates the metadata, automatically identifying and notifying the appropriate approvers based on the invoice’s dollar value.

An additional workflow is triggered for each approver upon approving the invoice. Each workflow updates the step and status SharePoint list columns to help the user through the process.  

Comprehensive Training and Support 

Recognizing the importance of change management in this digital transformation initiative, Gravity Union provided tailored training and supporting resources to facilitate the City’s transition.

A SharePoint-based onboarding site was created, offering detailed process guides, links to the Invoice library, and other critical resources like lookup lists for vendor, departments, project coding and more. This ensured that all departments could easily adapt to the new system.

Image description: SharePoint onboarding area with training.

Image description: SharePoint landing page with roll up view and dynamic information.

Project Results

  • Enhanced Transparency – Information and invoice statuses are now easily accessible to both staff and vendors

  • Faster Approvals - Streamlined workflows have reduced approval times, leading to quicker payments

  • Centralized Process - All departments now manage invoices within a unified solution

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