Attach a multi-year budget to every award, capture invoices at the source, and watch actual spend reconcile against budget automatically — with anomalies flagged before they reach the quarterly report.
In short: Sopact Sense attaches a multi-year budget to every award — broken out by program, hospital/entity, funding source, and fiscal year — then captures every invoice at the source and syncs its status with Workday automatically. As invoices are approved and paid, actual spend rolls up against that same budget in real time, and Sopact Intelligence Row scans for pacing and gap anomalies so Finance sees a live, reconciled budget-vs-actual view instead of a month-end reconciliation project.
When an award is created, the Portfolio or Grants Manager attaches a multi-year budget with accrual periods, broken out by program, hospital/entity, funding source, and fiscal year. The budget inherits the award's tags automatically, so nobody re-keys the same program and entity labels into a second system.
Attach a multi-year budget to [AWARD NAME] for [PROGRAM/HOSPITAL/ENTITY], broken out by funding source and fiscal year with [N]-year accrual periods. Inherit the award's program and entity tags.
Budget revisions route through an approval workflow, and every revision is versioned — so Finance can always see what the original budget was, what it became, and why. Nobody has to reconstruct history from an email thread when a number changes mid-year.
Submit a budget revision for [AWARD NAME]: [what changed and why]. Route it through approval and keep the original budget version visible alongside this one.
Grantee or program staff submit invoices with file uploads and metadata — program, cost center, fiscal period — directly into Sopact Sense, which captures the submission and stages it for review. There's no PDF buried in an inbox and no separate log of what came in when.
Build the invoice submission form for [PROGRAM NAME]. Require: invoice file upload, program, cost center, and fiscal period. Route submissions to a review queue.
Sopact Sense connects to Workday to track each invoice through its real stage — submitted, under review, approved, paid — so status isn't manually re-entered on either side. The stage shown in Sense is the stage that's actually true in Workday, not a guess.
As invoices are approved and paid, Sopact Sense rolls actual spend up automatically against the budget — by program, hospital/entity, funding source, and fiscal year. "Budget vs. actual" becomes a live number that's always current, not a month-end reconciliation project someone owns.
Sopact Intelligence Row scans every award for spend pacing far ahead of or behind the timeline, invoice periods with no submission, and budget lines with no activity at all. Instead of burying these in a report no one opens, it routes each one into a review queue.
Scan [AWARD NAME] for budget-vs-actual anomalies: spend pacing more than [X]% ahead of or behind the award timeline, missing invoice periods, and budget lines with no activity in [N] months. Flag each into my review queue.
GRADE: green | Reconciled | budget, invoice status, and actual spend match with no flags; amber | Pacing flag | spend is running ahead of or behind the award timeline but no period is missing yet; red | Gap | a budget line has no invoice activity or an invoice period is missing entirely
The Portfolio Manager reviews the flagged queue weekly, confirms or dismisses each flag, and for genuine issues, Sopact Sense drafts a reminder to the grantee or program owner. The manager reviews and edits before it sends — nothing goes out un-reviewed.
Draft a reminder to [GRANTEE/PROGRAM OWNER] about [FLAGGED ISSUE] on [AWARD NAME]. Flag it for my review before sending.
At quarter, semiannual, or annual close, Finance pulls a single reconciled view: budget vs. actual by program, entity, and funding source — tied to the same award and program tags used everywhere else. That view feeds the Finance report directly, without a separate export-and-merge step. See how the same reconciled data feeds reporting at sopact.com/academy.
Lead. Inherit tags, don't re-key them. Budgets and invoices that inherit the award's program, entity, and funding-source tags instead of being re-entered stay reconciled automatically — there's no manual matching between budget lines and program records to get wrong.
Lead. Let Workday be the source of truth for status, not a second spreadsheet. Because Sense pulls invoice stage from Workday automatically, "submitted / under review / approved / paid" never drifts between the two systems.
Lead. Don't wait for quarter-end to look at anomalies. Reviewing the flagged queue weekly catches a missing invoice period or a stalled budget line while there's still time to fix it — not after close, when it's a finding instead of a flag.
Lead. Improve your program page accuracy. If Sense flags a budget line Red because the program page doesn't reflect the current funding source or fiscal year, fix the source page — not just the budget record — so future reconciliations start from accurate information.
Rewrite the [PROGRAM NAME] program page to include the correct funding source and current fiscal year, so future budget and invoice reconciliations start from accurate information.
It's a live comparison between the budget attached to an award — broken out by program, entity, funding source, and fiscal year — and the actual spend recorded as invoices are approved and paid, so Finance always knows where a program stands relative to plan without a manual reconciliation.
In Sopact Sense, invoices are submitted with program, cost center, and fiscal-period metadata, their status syncs automatically from Workday as they move through submitted, under review, approved, and paid, and once paid, actual spend rolls up against the matching budget line automatically — no manual entry on either side.
Sopact Intelligence Row scans every award for spend pacing far ahead of or behind the timeline, invoice periods with no submission, and budget lines with no activity, then routes each into a weekly review queue so a Portfolio Manager can confirm or dismiss it — and draft a reminder to the grantee or program owner — well before the reconciliation deadline.
Open Sopact Sense, paste your program description, and put it to work.
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