Workflow design · Construction spending

When spending lost its paper trail.

A construction business tracked expenses in Xero and project information in SharePoint. The money reached the accounts, but the receipt-and-job trail didn’t always follow it.

I audited the setup and worked out how controlled cards could capture the receipt and project details when the purchase happened.

Take a Proper Look

The problem

The spend existed.
The useful trail didn’t.

The owner estimated that around $10,000 could no longer be traced through a complete receipt-and-project trail. The money wasn’t suspected stolen or missing from the bank. The trail behind it had holes.

Contractors had to keep receipts, submit them later and remember which job each purchase belonged to.

The purchase happened before the useful job information was captured.

Xero held the accounting record while SharePoint held the project record.

Missing receipts and project details appeared when somebody tried to reconstruct the trail later.

What could stay

SharePoint could stay.Xero could stay.

What was missing was the bit that kept the transaction, receipt, contractor and project tied together across Xero and SharePoint.

What the proposed build would do

The routine path could run automatically.Anything incomplete would stop.

The proposed build would handle

Apply the available card controls
Capture the receipt and project reference
Put the transaction information into one consistent format
Attach the receipt to the Xero transaction
Update the relevant SharePoint project record

Still needs a person

A missing receipt
A missing or unclear project
A purchase outside the agreed rules
Anything that couldn’t be matched safely

Lost the paper trail somewhere between the purchase and the project?

Show me where the money lands, where the project information lives and what disappears between the two.