This content was created by Sachin Sharma. This content was uploaded by Sachin Sharma. This is a YouTube video titled "Unexpected Invoices? Your Forecasting Has a Blind Spot" (created 2025-12-25) featuring a solo presentation by Sachin Sharma, founder of ProCare Desk. In the video Sachin explains why growing companies often lack visibility into upcoming spend and invoices and gives three concrete fixes: track outstanding commitments (use POs and expected invoice dates), automate invoice-to-PO reconciliation, and maintain project-level budgets with estimated invoice timelines to forecast cash flow. The piece is an educational/product-focused talk aimed at finance and operations teams, ending with a call to action to schedule a demo of ProcureDesk.
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You just received an invoice for $50,000 and you have the budget. Here's one problem. You were not expecting it to hit this month. And that is the reality of many growing companies. It's not that they don't have money, they just have no visibility into what's going to hit their budget unless they receive an invoice. So if you are struggling with keeping track of every dollar before it hits your bank account, this video is for you. Because in this video, I'm going to break down three reasons why companies don't have visibility in their upcoming spin and what they can do to solve it. Today, if you're joining me for the first time, welcome. My name is Sachin. I am the founder of ProCare Desk, where we help growing companies with better spend control and better cash flow visibility. So let's jump right in. Number one is you're not tracking your outstanding commitments. Here's a common scenario. Let's say you have a budget for quarterly facility management, let's call it $250,000. There are, let's say your facility managers are working with different vendors. They're just calling them. You haven't received all the invoices. You have no visibility in terms of what you're going to receive. Right. So what your outstanding commitments are. So you might have received, you know, let's say 180,000 worth of invoices and you feel like, yeah, I'm under, under budget. But the reality is you have another maybe 100,000 invoice, which is not still invoice with a vendor which is going to cause cash flow problems. So an easy fix for this is to track your upfront commitment. So having maybe a purchase order process where you can basically map it to a budget upfront even though it is not invoice. So that way you know what you're going to receive and when. You could just have a simple process where you are tagging each line with expected, I would say invoice date. And that allows you to kind of build better cash flow report. Right. Number two is manual research for reconciliation. So a common problem is even if you have a purchase order process, when the invoice comes in, you have to reconcile the invoice with the purchase order. So let's say the purchase order was for 5,000, the invoices were 6,000. Now you don't know why that is the case and you're just waiting for it to be reconciled so you can figure out whether you went over budget when you would need to pay it. And so on. A common fix to this problem would be automate the matching process. So rather than you chasing people for basically getting approval for things that are over a purchase order, have a process where the invoice comes in, gets matched to a PO or a purchase order, and if it is over the entire amount, just route it out to the right person so that they can review and approve it. So that's kind of a simple fix for automating the reconciliation process. Number three is there's no visibility in terms of absolutely what you're going to get at any given time. So for example, let's say you are a construction company, your crew is in the field and they're ordering continuously supplies and so on. You absolutely have visibility in terms of what is invoice, but you actually don't know what is yet to be invoice and how. A simple fix to this problem is twofold. Number one is have a budget for each project where you can break up granular lines of how much I'm going to spend on material, how much I'm going to spend on services or subcontractors. I'm using a construction example, but you could just modify it for your own purpose. And the second would be estimated timelines in terms of like having a PO upfront for everything, even though the service will be delivered, let's say three months or six months down the line. So one is you can map it against your budget. Number two is now you can track exactly or at least forecast when this would be invoice and so on. So if you want to track every dollar before it hits your bank, do these three things. Number one is track your outstanding commitments. Number two is automate your reconciliation process. And number three is have visibility into the entire pipeline of what is going to come down the line. If you are struggling with spend control, use the link below to schedule some time with one of our product specialists and we can walk you through how a system like procuredesk can help you with better spend control. Thanks for joining me today and I'll see you in the next video.
