Shared finance team workflow across companies.

Intake first

Every request needs enough context to route it correctly.

A request titled “pay supplier” or “review renewal” is incomplete for a shared team. Before it is assigned, capture the fields that make the next action and authority clear.

1. Company or legal entity

   Identify the company affected by the request. Use a legal-entity field where the obligation, contract or evidence requires that specificity.

2. Request and responsibility

   State the request type, accountable owner and next assignee. This separates the person requesting work from the person doing it.

3. Approval and deadline

   Name the authorised approver, the due date and any earlier internal target needed for review or correction.

4. Source and evidence

   Link the source file, contract, invoice, decision note or other permitted evidence needed to complete or inspect the work.

Lifecycle

Move a request from intake to retained outcome.

1. Intake: capture the company, request type, requester, source and evidence requirement.
2. Triage: assign an owner and assignee, then identify dependencies, internal target and final deadline.
3. Review: gather permitted files and comments, checking that the request belongs to the correct company.
4. Approval: route a protected decision to the person authorised for that company or scope.
5. Complete externally: make a payment, post an entry, file a return or update another specialist system where appropriate.
6. Retain: keep the decision, evidence, status and activity history with the operating record.

Recurring work follows the same pattern. Define the company scope and recurrence, review the generated task, then retain the period's evidence and completion history. Multi-entity deadline tracking explains how internal targets and final dates can remain separate.

Illustrative workflow

A supplier renewal with the right company and approval path.

Illustrative scenario, not a customer story: a finance coordinator receives a supplier-renewal request for one subsidiary. The request is scoped to that company, assigned to the coordinator and linked to the contract. The accountable owner confirms the commercial need; the authorised approver reviews the terms. When the external renewal is completed, the decision and supporting evidence remain attached to the work.

Illustrative comparison

Access boundary

Give people the work they need, not every company record.

Shared finance teams may need a view across permitted companies, while a local owner or external participant should see only the relevant request. Review role, company, function and record scope together; then test what search, files, comments and approvals expose for each intended role.

SOVHELM coordinates operating requests around finance systems. It is not the general ledger, payment processor, tax-filing service or ERP. For company separation, read how to manage multiple businesses without mixing records. Read about the wider operating model in shared services software and the access posture in the Trust Center.

Evaluation checklist

Test one real workflow before broadening the rollout.

1. Choose a non-sensitive supplier renewal, evidence pack or recurring review.
2. Confirm each intake field: company or entity, owner, assignee, approver, due date, evidence and status.
3. Check the shared-team view and the company owner's view of the same work.
4. Open the resulting history and verify that a permitted reviewer can find the decision and evidence.
5. Keep the accounting, payment and filing action in the specialist system that owns it.

Next step

Inspect the workflow with sample records first.

The public demo is separate from live workspaces. Request a private walkthrough to map the team's company boundaries and approvals without sharing sensitive records by email, or review current pricing.