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Subject
FWD: Why does our invoice approval take 3 weeks?
---------- Forwarded message ---------
From: Sarah Chen <s.chen@acmecorp.com>
To: Operations Team <ops@acmecorp.com>
Date: Mon, Nov 18, 2024 at 2:15 PM
Subject: Why does our invoice approval take 3 weeks?
Team,
I'm getting complaints from vendors about our payment timeline. Here's what I've observed:
1. Finance receives invoice via email
2. Finance prints and scans to PDF (why?)
3. PDF goes to department manager for approval
4. Manager forwards to director if over $500
5. Director sends back to finance with handwritten notes
6. Finance re-enters data into accounting system
7. Accounting generates check request
8. Check request needs CFO signature for anything over $1000
9. CFO is only in office Tuesdays and Thursdays
Meanwhile, invoices sit in various email inboxes for days. Our 30-day payment terms have become 45+ days in reality. We're losing early payment discounts and vendor goodwill.
This can't be the most efficient way. Thoughts?
- Sarah
From: Sarah Chen <s.chen@acmecorp.com>
To: Operations Team <ops@acmecorp.com>
Date: Mon, Nov 18, 2024 at 2:15 PM
Subject: Why does our invoice approval take 3 weeks?
Team,
I'm getting complaints from vendors about our payment timeline. Here's what I've observed:
1. Finance receives invoice via email
2. Finance prints and scans to PDF (why?)
3. PDF goes to department manager for approval
4. Manager forwards to director if over $500
5. Director sends back to finance with handwritten notes
6. Finance re-enters data into accounting system
7. Accounting generates check request
8. Check request needs CFO signature for anything over $1000
9. CFO is only in office Tuesdays and Thursdays
Meanwhile, invoices sit in various email inboxes for days. Our 30-day payment terms have become 45+ days in reality. We're losing early payment discounts and vendor goodwill.
This can't be the most efficient way. Thoughts?
- Sarah
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