Overview

A growing organization managing a network of vendors was facing operational challenges across vendor management, work orders, invoicing, and financial workflows.

Fragmented spreadsheets, manual processes, and outdated dashboards limited visibility into vendor performance and slowed invoice processing.

Tollanis developed a phased automation framework to centralize vendor data, streamline invoice workflows, and improve operational visibility using Smartsheet-based automation.

A Challenge Rooted in Fragmented Vendor and Invoice Processes

The organization's vendor management and invoicing operations relied heavily on manual processes and outdated tools.

Key challenges included:

• Vendor information spread across desktop spreadsheets
• Manual work order assignments
• No structured vendor onboarding process
• Work orders not systematically linked to vendor records
• Manual invoice URL generation
• Inefficient invoice approval cycles
• Outdated or underutilized dashboards
• Limited visibility into vendor performance

These gaps created delays in billing, reduced operational oversight, and made it difficult for teams to make timely, data-driven decisions.

Tollanis Brings Structure, Automation, and Visibility

Tollanis developed a phased framework to modernize vendor management and invoicing operations.

Centralized Vendor Management

• Vendor data consolidated into Smartsheet
• Structured vendor records and workflows
• Improved linkage between vendors and work orders
• More consistent vendor onboarding

Automated Invoice Workflows

• Automated invoice approval processes
• Streamlined invoice processing
• Google Apps Script introduced to improve invoice URL generation
• Reduced dependency on manual invoice handling

Smartsheet Dashboard Enhancement

• Existing dashboards redesigned and enhanced
• Improved visibility into vendor and financial activity
• Real-time tracking to support operational decision-making

Phased Implementation & Enablement

The modernization plan is structured across two implementation phases over 2–3 months, with defined tasks, estimated effort, and associated costs.

Training is also included to help teams effectively adopt the new workflows and dashboards.

The Outcome: A More Connected Vendor Management Framework

The proposed automation framework is designed to create a centralized and more efficient approach to vendor and invoice management.

The solution will enable the organization to:

• Centralize vendor information
• Streamline vendor onboarding
• Connect work orders with vendor records
• Reduce manual invoice processing
• Accelerate invoice URL generation
• Improve invoice approval workflows
• Strengthen vendor performance visibility
• Enable more timely, data-driven decision-making

By bringing vendor data, workflows, automation, and reporting into a more connected environment, the organization will have a stronger foundation for scalable vendor and financial operations.

The Bottom Line

Tollanis is helping the organization move from fragmented, manual vendor and invoicing processes toward a structured Smartsheet-powered automation framework.

With phased implementation, workflow automation, dashboard improvements, and team training, the initiative provides a roadmap for improving operational efficiency, reducing process delays, and creating greater visibility across vendor and financial operations.