Capabilities

What teams can do with SERVACT.

Capabilities by module, each with a short recorded demonstration of SERVACT using synthetic data.

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Across Finance Shared Services

One operating model across your finance operations.

Each area at a glance: the steps a piece of work goes through, from first request to recorded outcome. The recorded demonstrations follow below.

Procurement

From request to approval, with every level in view.

From a purchase requisition to an approved request: evidence attached, delegated authority checked and each approval level recorded, ready for the payment handoff.

  1. Request raisedA requisition draft is raised with the supplier, line items and justification.
  2. Evidence attachedSupporting evidence is attached before the requisition can be submitted.
  3. Authority checkedThe approval level and delegation of authority (DOA) limit are shown on the request.
  4. Manager approvalThe manager approves within delegated authority, and the decision is recorded.
  5. Finance approvalFinance approves and the payment handoff is prepared.

Accounts Payable

Invoice in. Decision out.

AI and invoice automation from inbox to approval: on-device OCR reads the invoice, an allocation rule codes it, a three-way match keeps exceptions in view, and every approval is explicit.

  1. CaptureA supplier invoice arrives by email or upload in one invoice inbox.
  2. ReadOn-device OCR reads the key fields beside the original document.
  3. Code and checkThe supplier allocation rule splits cost across GL accounts and cost centres, and checks run.
  4. MatchPurchase order, goods receipt and invoice are matched; a variance stays visible as an exception.
  5. ApproveThe invoice is approved from My Approvals, and every step is recorded.

Expenses

From receipt to approval, in one claim.

An employee expense claim from the first line to the manager’s decision: a receipt on every line, the claim locked while it is with the approver, and each step shown in its journey.

  1. Claim startedAn employee starts a claim, with the approval manager shown.
  2. Expense addedEach expense line has its type, purpose, description and total.
  3. Receipt attachedEvery line needs its own receipt before the claim can be submitted.
  4. SubmittedThe claim goes to the approval manager and is locked while it is with them.
  5. Manager approvalThe manager approves in Approvals, and the claim’s journey shows the step.

Master Data

One ticket. Clear ownership. Done.

From a supplier onboarding request to a completed ticket, with the requester and processing team kept informed.

  1. Request submittedA new supplier request is submitted through the guided form.
  2. Duplicate checkA warning shows when the name looks like an existing record.
  3. Picked up from the queueA processor picks the ticket up from the shared queue.
  4. Second approvalWhere configured, bank details are approved by a second person.
  5. CompletedThe processor records the outcome, and the requester sees the ticket completed.

By module and task

What users can do today in SERVACT.

Each module starts with a short demonstration, followed by what users can do, grouped by operational task.

Procurement

Purchase requisitions and approvals

From a purchase request to an approved request, with a supporting document required and the approver’s limit shown before it moves on.

Demonstration · synthetic data · 45 sec

Purchase request, from request to approval

Raise a purchase request through three guided steps with a supporting document, follow it in My requests with its journey, then see the approver open it and approve it.

  1. RaiseA requester completes the guided steps: supplier and reason, items and amounts, and a supporting document.
  2. Submit and followThe request is checked and submitted, then appears in My requests with its journey.
  3. ApproveThe approver opens the request in Approvals and approves it; a request can also be returned for correction or rejected.

Request

  • Raise a request in three guided steps: supplier and reason, items and amounts, review and submit
  • Add items with quantity and unit price, and see the total
  • Attach a quote, proposal or other supporting document

Control

  • Require a supporting document before a request can be submitted
  • See the approver and the approver’s limit on each request
  • Lock items and amounts while a request is with an approver

Approve

  • Approve, return for correction or reject from Approvals
  • Record each decision against the person who made it

Track

  • See every request you raised in My requests, with its status and total
  • Search and filter requests by status, period and company
  • Follow each request’s journey, step by step

Want to see the module with your own approval levels and scenarios? Arrange a demo.

Accounts Payable

AI & Invoice Automation

From an invoice arriving to an approved, posted record: read, matched to the purchase order and goods receipt, any difference explained, then approved and posted to the ERP.

Demonstration · synthetic data · 68 sec

One supplier invoice, from email to ERP

An invoice that is £180 over its purchase order: it arrives already read, the flag on the line explains the difference, the agent answers a question about it and suggests the fix, the manager approves it on a phone, and it is posted to the ERP and shown on the dashboard.

  1. Read and explainedThe invoice is read beside the supplier’s email and matched to the purchase order and goods receipt. The flag on the line that does not match gives the reason, the agent answers a question about it, and the fix is suggested.
  2. ApprovedOnce the supplier’s credit note is confirmed, the invoice reaches the manager in My Approvals, who approves it from a phone.
  3. Posted and visibleThe invoice is posted to the ERP with its receipt, appears on the invoice dashboard and shows the paid status the ERP returns.

Read

  • Show the invoice read beside the original document and the supplier’s email thread
  • Keep read values read-only

Match

  • Compare invoice, purchase order and goods receipt line by line within a tolerance
  • Explain each difference in writing, one click on the flag away
  • Ask the agent about the invoice and read its answer

Resolve

  • Suggest the next step, such as asking the supplier for a credit note
  • Link the credit note to the invoice once it is confirmed

Approve

  • Approve or reject in My Approvals, on a phone or a desktop
  • Show the checks that were passed before the invoice reached the manager

Post

  • Post to the ERP only after approval, with the ERP receipt on the invoice

Track

  • See the invoice on the invoice process dashboard
  • See the paid status the ERP returns

Demonstration · synthetic data · 56 sec

What it catches, and what goes straight through

The invoice list sorts invoices by the kind of issue before anyone opens them. A clean match is ready for approval, an invoice without a PO is coded from the company’s rules, a possible duplicate names the earlier invoice, and an error such as a quantity difference comes already explained.

  1. What goes straight throughA clean match shows every line agreeing with the purchase order and goods receipt, and where it goes next.
  2. No POAn invoice without a purchase order, such as a utility bill, is coded from the company’s rule for that supplier and waits for the cost-centre owner in My Approvals.
  3. A possible duplicateAn invoice with the same order, lines and total as an earlier one is flagged, and the earlier invoice is named.
  4. An error, explainedBilled 24 tonnes against 20 received: the difference and the suggested next step are written out. The list keeps every kind of issue in view.

Sort

  • Filter the invoice list by kind of issue: price, quantity, duplicate, tax, units and more

Clean match

  • Show every line matching the purchase order and goods receipt
  • Show who confirms it before it goes to the manager

No PO

  • Code an invoice without a PO from the company’s rule for that supplier
  • Show who approves it: the cost-centre owner

Flag

  • Flag a possible duplicate and name the earlier invoice
  • Explain an error in writing with a suggested next step

Demonstration · synthetic data · 37 sec

Your AI coworker: the automatic path

The AI prepares and people decide. An Admin switches Fully automatic on for one agent at a time, and only a clean three-way match posts by itself. Every posting is recorded with the agent and the rule that made it.

  1. You decide when to switch it onEach agent reads one supplier’s invoices. An Admin sets how much it does alone: always review, or Fully automatic under a ceiling.
  2. Proven on the record firstThe agent’s track record, its confirmed examples and its month-by-month results sit beside the switch, and the audit can be exported.
  3. Clean matches post by themselvesA clean three-way match under the ceiling posts to the ERP without a manager’s approval, and its history names the agent and the rule.

Agents

  • See every agent and how much it does alone
  • See each agent’s track record and its confirmed examples

Control

  • Switch Fully automatic on per agent, by an Admin only
  • Set a ceiling above which an invoice goes to a person

Record

  • Export an agent’s audit
  • Read, on each automatic posting, the agent and the rule that posted it

Want to see it with your own suppliers, rules and approval levels? Arrange a demo.

Accounts Payable

Supplier statement reconciliation

Every supplier statement checked against your ERP ledger, the differences explained, and the month signed off by a second person.

Demonstration · synthetic data · 44 sec

Month-end close, from supplier statement to sign-off

An AP specialist reviews a supplier statement line by line against the ledger, statement agents explain the routine differences, and a second person signs the reconciliation off.

  1. Check every lineThe month-end close shows where the month stands. Each statement line is checked against the ledger, with what matches and what does not.
  2. Agents explain the routineStatement agents explain timing, rounding and invoices still in process. What is left goes to a person, with the reason.
  3. Request and sign offMissing documents are requested from the supplier. A second person signs the reconciliation off; the preparer never does.

Receives

  • Supplier statements arrive by email and are matched to the right supplier and month.

Reconciles

  • The supplier’s ledger is pulled from your ERP through its API, and each statement line is checked against it: invoices, credit notes and payments.

Explains

  • Statement agents explain the routine differences by themselves: timing, rounding, an invoice still in process. What is left goes to a person, with the reason.

Requests

  • Missing invoices and credit notes are requested from the supplier, and followed up.

Signs off

  • A second person signs the month off. Agents never close or sign off. Every step is on the record for the audit.

Want to see it with your own suppliers and month-end calendar? Arrange a demo.

Expenses

Employee expense claims

From a receipt to an approved claim, on a phone or a desktop: a receipt on every line, the manager’s decision recorded, and each step shown in the claim’s journey.

Demonstration · synthetic data · 35 sec

An expense claim on a phone, from receipt to approval

An employee raises a claim on a phone, adds an expense line with its receipt and submits it. The claim shows its journey, and the manager approves it.

  1. ClaimAn employee starts a claim, adds an expense line and attaches the receipt.
  2. Submit and followThe claim goes to the approval manager, and its journey shows each step.
  3. ApproveThe manager opens the claim in Approvals and approves it.

Claim

  • Start a claim with a title, with the approval manager shown
  • Add expense lines with type, purpose, description and total
  • Attach a receipt to every line

Submit

  • Send the claim to the approval manager
  • Lock amounts and receipts while the claim is with an approver

Approve

  • Approve, return to the employee or reject from Approvals
  • Record each decision against the person who made it

Track

  • Follow each claim’s journey: submission, manager approval, Finance review and reimbursement status

Want to see the module with your own policy and scenarios? Arrange a demo.

Master Data

Supplier and customer data requests

Requests and data quality issues for supplier and customer records, worked through one queue with clear ownership.

Demonstration 1 of 2 · synthetic data · 31 sec

The request: raising a new supplier

A requester raises a new supplier request through the guided form, then sees it straight away with its status.

  1. Start with the basicsChoose what is needed: here, a new party of type supplier.
  2. Capture, review and submitEnter the supplier’s details, check the summary and submit.
  3. Know where it standsThe request appears on the requester’s home page and in My Requests, open and waiting to be picked up.

Demonstration 2 of 2 · synthetic data · 33 sec

The processing: from new request to completed

The same request reaches the master data team. A processor reviews what was submitted and records the outcome, and the queue shows where every request stands.

  1. See what’s newThe new request appears on the processor’s overview.
  2. Review and record the outcomeEverything the requester sent is kept as submitted; the processor adds the region, request type and account number, and completes it.
  3. Know where it standsThe request is completed on the record, and the queue shows open, unassigned and completed work.

Request

  • Raise new and change requests with a guided form that only asks what is relevant
  • See a warning when a new name looks like an existing record
  • Attach supporting documents and review before submitting

Own and coordinate

  • Work all requests from one queue: open, assigned to me and completed
  • Assign, reassign and tag requests
  • Complete with notes and a message to the requester, or reopen

Control

  • Require a second person to approve bank detail changes (configurable)
  • Stop requesters completing their own requests (configurable)

Data quality

  • Check active records against data quality rules
  • Work each issue through to resolution, always with an owner

Track and report

  • Requesters follow the status of their own requests
  • Look up supplier and customer records
  • Report on open work, ageing, workload and data quality, with CSV export

Optional: bank account and supplier verification services, such as Trustpair, can be integrated. The result is added as extra evidence for your Master Data team; it never replaces their own checks.

Want to see the rest of the module with your own scenarios? Arrange a demo.

Reporting & Insights

Finance dashboards and insights

Dashboards for invoice processing and payments: volume, exceptions, hours saved and what is due, with a filter and a drill into the records behind every number.

Demonstration · synthetic data · 42 sec

Every number, from the same records

The invoice process dashboard shows volume, exceptions, the hours saved and the invoices posted without a touch, month by month. Filter it, drill into the records, then see what is due to leave on the payment dashboard.

  1. Volume and exceptionsInvoices and exceptions week by week, with the exceptions behind each week listed beside the chart.
  2. Hours savedAn estimate of hours saved from your own records and assumptions, and the invoices posted without a touch, month by month.
  3. Filter and drillNarrow the dashboard by period and workflow stage, then open the invoice records behind the numbers.
  4. What is dueThe payment dashboard shows what is due to leave by value date and who acts next. It shows and records; the ERP and the bank make the payment.

Volume

  • See invoices posted and exceptions week by week
  • See the exceptions behind a week beside the chart

Value and time

  • Estimate hours saved from your own records and your own assumptions
  • See invoices posted without a touch, month by month

Filter and drill

  • Filter by period and workflow stage
  • Open the invoice records behind the numbers

Due to leave

  • See what is due by value date, company and currency
  • See who acts next on each run
  • Read figures per currency, never added together

Want to see the dashboards with your own scenarios? Arrange a demo.

Across every process

One operational layer across Procurement, AP, Expenses and Master Data.

The capabilities SERVACT provides wherever Shared Services teams coordinate work from issue to resolution.

One operational layer

  • Exception management

    Brings exceptions into view and tracks them through to resolution.

  • Workflow coordination

    Coordinates the steps, handoffs and approvals around a piece of work.

  • Ownership and actions

    Gives each item an owner and a clear next action.

  • Escalation management

    Brings issues that need attention to the right people across teams.

  • Operational visibility

    Shows what is open, who owns it, where attention is needed and what has been resolved.

  • Clear record of actions and outcomes

    Keeps a clear record of what happened and what was decided.

Aspects of one operational layer, not separate products. What it does

Finance Shared Services. Connected.Visibility. Control. Action.

See SERVACT with your own scenarios in mind.

We’ll walk you through SERVACT and talk about how your teams manage operational work, exceptions and workflows today.

Arrange a demo