Invoicing

Current invoicing process, manual workflows, and automation opportunity (Priority 1).

Current Invoicing Process

Inbound invoices (supplier to Pride):

1. Supplier sends invoice (email, paper, or portal)
2. Invoice received by Mat, Monique, or Tom (no centralised inbox)
3. Tom processes invoice: data entry into Xero or spreadsheet
4. Mat approves payment (email check or sign-off on spreadsheet)
5. Westpac payment issued (manual transfer or bank file)
6. Invoice archived (filing system or email folder, not systematized)

Outbound invoices (Pride to customers/sponsors):

• Minimal; Pride rarely issues invoices (ticketing via TryBooking, bar cash/card)
• Sponsorship invoices and functions may require manual invoicing (ad hoc process)

Pain Points

1. Multiple entry points: Invoices arrive in three different inboxes (Mat’s email, Monique’s email, meet@ enquiry). Easy for invoices to be missed or duplicated.

2. Manual data entry: Tom manually enters invoice details into Xero. Error-prone; time-consuming.

3. No approval workflow: Approval (Mat’s email check) is informal. Risk of duplicate payments or unapproved spend.

4. Payment timing delay: Time from invoice receipt to payment can be weeks; may incur late fees or damage supplier relationships.

5. Reconciliation friction: Manual entries create errors; monthly reconciliation identifies mismatches that must be traced and corrected.

6. Spreadsheet dependency: Tom maintains parallel spreadsheet of invoices; dual entry creates data consistency risk.

7. CEO bottleneck: Mat must approve every invoice, even small purchases. Slows decisions and clogs inbox.

Automation Opportunity: Priority 1

Goal: Centralised invoice inbox with assignment workflow, removing manual data entry and CEO approval bottleneck.

Proposed workflow:

1. All supplier invoices directed to centralised inbox (invoices@prideourfootscray.bar or similar)
2. Invoice capture system reads invoice PDF/image and extracts:
   • Supplier name, invoice date, invoice amount
   • Line items and account coding
   • Due date and payment terms
3. Assignment rules auto-assign to appropriate approver:
   • <$100: Monique (venue operations)
   • $100–$1,000: Mat (normal approval)

   • $1,000: Mat + Monique (dual sign-off)

4. Approver reviews and approves in system (not email)
5. Approved invoices auto-entered into Xero with coding
6. Payment scheduled automatically on due date (or early to capture discounts)
7. Confirmation email sent to supplier with payment details

Expected benefits:

• Reduce Mat’s email load (invoices no longer require CEO review for small items)
• Eliminate manual data entry and transcription errors
• Improve payment timing (early payment for discount capture)
• Create audit trail of approval decisions
• Enable delegation to Monique (venue manager can approve operational invoices)

Implementation Considerations

1. Software: Automation may require invoice OCR/capture tool (e.g., Zervant, Zoho Expenses, or Xero embedded tools). Costs typically $20–$50/month.

2. Supplier cooperation: Suppliers must be directed to new invoice email address. May require 1–2 months to redirect all suppliers.

3. Xero integration: Approve workflow must integrate with Xero so approved invoices flow directly into accounts payable. Possible via Xero API (moderate technical setup).

4. Coding responsibility: Invoice coding (which Xero account) must be assigned. For standard suppliers (security, rent), coding is predictable. For new suppliers, Monique or Mat must code.

5. Exception handling: Invoices with issues (duplicate, incorrect amount, missing details) require manual review. System should flag for review, not auto-approve.

Timeline and Dependencies

• 0–2 weeks: Select invoicing tool and test with sample invoices
• 2–4 weeks: Redirect all suppliers to new inbox; configure approval rules in Xero
• 4–8 weeks: Monitor and adjust; train Monique and Tom on new workflow
• Month 3+: Evaluate benefits and refine rules

Blocker resolved (Apr 2026): Shae (Director) now handles bookkeeper function (pro bono, ~1hr/week automated). Xero coding and invoice management no longer dependent on Mat. Remaining work: automate invoice submission path and approval logic.

Related Pages

• Automation Opportunities — full automation roadmap
• Supplier Management — vendor relationship context
• Financial Reporting — P&L and accounting system
• Xero — accounting platform where invoices recorded
• CEO Bottleneck — workflow and approval bottlenecks