Finance

While handling receivable accounts, it is a big benefit to easily be able to coordinate your actions across team members. It is useful to make sure that all past email exchanges are accessible to team members who may not have directly corresponded with the client.

As part of your accounts payable process you will receive many emails to your inbox. It is crucial that every email be accounted for and get processed as needed in a traceable manner. Every bill must reach your accounting system but accounting systems do not help you import bills from emails. With a team of accountants it quickly becomes difficult to tell which emails have been entered already and every accountant will need to check for themselves or risk an email getting lost. At the same time since most of the work can be done in your accounting system, it is overkill to use a ticketing system.

We suggest you use an email address that belongs to your company and use a dedicated email address for invoices. This not only makes sure you appear professional but also allows you to change email service providers if needed.

While it would suffice to use a simple system of assigning and closing emails as needed, Outlook does not offer a well supported way to do this in a team environment. On the other hand, this scenario is exactly what SBX is made for.

Our partner’s finance team became interested in SBX because their team grew to the point that using Shared Mailbox became unwieldy. They were able to communicate well at first as they could use Outlook’s Done flag to let each other know which emails they need to focus on. Eventually, they needed three people to monitor the Shared Mailbox and as the team grew the problem became ever more serious. Someone would make a mistake and mark an email as done that was in fact not yet done and it would cause an email to get lost. SBX helped them by having a fully supported assignment and status system with an integrated timeline which helped them ensure data was correct.