In the aviation aftermarket industry, precision isn’t just a preference—it’s a necessity. Yet many companies still settle for error-prone manual processes for something as critical as vendor payment approvals. One of the most common challenges we’ve seen are fragmented and manual vendor payment approval processes that use spreadsheets, email threads, and human error, introducing unnecessary risk and delay.
The Problem: Manual Approvals, Email Chaos, and Payment Errors
Before implementing our solutions, clients’ payment approval processes looked like this:
- Approvals were managed via email: Vendor invoices were reviewed and approved by various departments using email chains. This left room for version control issues, missed updates, and limited visibility.
- Disconnected systems: Once approved, invoices still had to be entered into AvSight and Accounting Seed. Typos lead to mismatches, and delays resulted in late payments & delinquency fees.
- No audit trail: It was nearly impossible to trace who approved what and when, which posed compliance and accountability challenges, especially during audits.
In an industry where maintaining strong vendor relationships is critical and margins can be tight, this manual process was not sustainable.
The Solution: Salesforce Approvals + Custom Approval Console
Using the combined power of Salesforce, AvSight, and Accounting Seed, we implemented a fully integrated approval workflow:
🔁 End-to-End Approval Flow
- Posted payables from vendor invoices entered in Accounting Seed now automatically trigger an approval process in Salesforce.
- Relevant stakeholders receive approval requests through Salesforce’s native approval engine, ensuring timely review and escalation when needed.
📊 Custom Approval Console
- A tailored console was built to give managers a real-time view of all pending, approved, and rejected payments.
- Filters and batch approval capabilities made it easy to manage dozens (or even hundreds) of payables in just a few clicks.
🧾 Payment Accuracy & Audit Trail
- Once approved, the payment amount is locked, eliminating discrepancies between approval and disbursement.
- Every action is logged in Salesforce, providing a clean audit trail with time & date stamp for internal review and external compliance.
🔐 Role-Based Access & Controls
- Access and actions are restricted based on roles—ensuring that only the right people can approve or edit financial data, with the ability to configure approval levels and sequences.
Moving Forward
- Prodigy is currently working on a project that combines our RPA functionality with the approval process flow so that invoices can be emailed to a specific address or dropped into a file location and then read into the system to kick off the approval process!
The Results: From Chaos to Confidence
Since implementation, the client has experienced:
- 85% reduction in approval time
- Elimination of payment discrepancies due to typos
- Improved audit compliance and financial control
- Significant reduction in vendor payment inquiries
What was once a fragile, manual process is now a robust, automated workflow fully visible and managed within AvSight and Accounting Seed.
Why This Matters
For aviation aftermarket companies, particularly those leveraging AvSight for ERP and Accounting Seed for finance, the opportunity to streamline approvals isn’t just about saving time—it’s about safeguarding cash flow, ensuring compliance, and strengthening vendor trust.
By harnessing the power of Salesforce automation and custom UI components, companies can future-proof their financial operations and eliminate costly errors for good.
Looking to streamline your vendor approval process?
Let’s talk about how you can modernize your financial workflows with Salesforce, AvSight, and Accounting Seed
Email: hello@weareprodigy.com Website: www.weareprodigy.com