Enhancing the Accounts Department with Willow360

Willow360 can significantly streamline and improve the efficiency of various tasks in the accounts department. By automating repetitive processes and ensuring accuracy, Willow360 helps reduce errors, save time, and enhance overall productivity. Here are some example workflows and the problems they solve.

Example Workflows

1. Invoice Processing

Workflow:

Upload Invoice: Employees upload invoices to Willow360.

AI Data: Willow360 automatically reads key information from the invoice, such as the invoice number, supplier name, total amount, and due date, using OCR combined with AI. No manual data entry is required. If any field cannot be read, the configured user is prompted to supply the missing value before the workflow continues.

Approve: The invoice is routed to the accounts manager for review and approval.

Stamp: An "Approved" stamp is applied to the document once approved.

Upload to SharePoint: The approved invoice is stored in the designated accounts folder.

Export Data to CSV: Each processed invoice automatically adds a row to a running payment register, grouped by month, stored in your chosen cloud location.

System Email: The vendor is notified of the payment status automatically.

Problems Solved:

Manual Data Entry: AI Data removes the need for manual re-keying of invoice data, eliminating transcription errors.
Approval Delays: Automating routing and notifications speeds up the approval process.
Lost Invoices: Automatic archiving ensures every invoice is stored consistently and is easy to retrieve.
Reporting Overhead: Export Data to CSV builds a live payment register without any manual compilation.

2. Expense Reporting

Workflow:

Fill in a Form: Employees submit their expense reports through a structured form in Willow360. The submitted data is automatically converted into a formatted PDF document.

Approve: The expense report is routed to the accounts department for review and approval.

Stamp: An "Approved" stamp is applied once the report is approved.

Upload to Google Drive: The approved report is stored in the designated expense folder.

Export Data to CSV: Each approved report automatically adds a row to a running expense summary, giving the finance team an up-to-date record across all submissions without manual consolidation.

System Email: The employee is notified of the outcome automatically.

Problems Solved:

Inconsistent Reporting: The form structure standardises how expenses are submitted across the organisation.
Approval Bottlenecks: Automated routing and notifications reduce delays in the approval chain.
Reimbursement Errors: Structured data capture and a live expense register improve accuracy and reduce processing mistakes.

3. Purchase Order Management

Workflow:

Fill in a Form: Employees submit purchase order requests through a structured form in Willow360. The submitted data is automatically converted into a formatted purchase order PDF.

Approve: The purchase order is routed to the accounts department for approval.

Rename: The approved document is renamed automatically using the PO number captured from the form.

Upload to OneDrive: The approved purchase order is stored in the designated procurement folder.

Export Data to CSV: Each approved purchase order adds a row to a running PO register, keeping procurement records current without manual tracking.

System Email: The requester is notified of the order status automatically.

Problems Solved:

Manual Tracking: Export Data to CSV automates the maintenance of a purchase order register.
Approval Delays: Automated routing speeds up the approval process.
Order Errors: Structured form submission reduces mistakes in how orders are captured and recorded.

4. Compliance and Audit Document Processing

Workflow:

Upload Document: Compliance documents, signed agreements, or audit-relevant files are uploaded to Willow360.

AI Data: Key fields are extracted automatically, such as document date, reference number, signatory name, or whether the document has been signed.

Approve: The document is routed to the relevant manager for review and sign-off.

Digital Certificate: A digital certificate is applied to the approved document to confirm its authenticity and provide tamper evidence.

Upload to SharePoint: The certified document is stored in the compliance archive.

Export Data to CSV: Each processed document adds a row to a compliance log, providing an auditable, structured record of everything processed, when, and by whom.

Problems Solved:

Audit Readiness: A structured, timestamped record of every processed document is maintained automatically and is ready to share with auditors without manual compilation.
Document Integrity: Digital certificates confirm that archived documents have not been altered after approval.
Manual Tracking: Automated data extraction and CSV reporting remove the need for manual logging of compliance documents.

Conclusion

By leveraging Willow360, the accounts department can automate and streamline a wide range of document-driven processes, reducing manual effort and minimising errors. Whether processing invoices, managing expense reports, handling purchase orders, or maintaining compliance records, Willow360 provides the tools to make accounts processes more accurate, consistent, and audit-ready.