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The Finance Workspace

Departmental finance budgets, invoices and payroll inside Microsoft Teams

One live view of budgets, spend, invoices, purchase orders, payroll, expenses and tax organised by department and fiscal year, with the source documents, emails and tasks attached to every number. It reads invoices with Azure Document Intelligence and runs entirely inside your own Microsoft 365 and Azure tenant, so no financial data ever leaves your control.

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Executive Summary

One live picture of departmental spend with the evidence behind every number

Finance teams spend their days moving numbers between a budget spreadsheet, an accounting package, an inbox full of invoices, and whoever happens to know why a department is over-spent. The context is scattered, the alerts arrive late, and the documents behind every figure live somewhere else entirely.

pEntities brings that together in one place. The Finance Workspace lives inside Microsoft Teams and gives finance and department managers a single, live view of budgets, spend, invoices, purchase orders, payroll, expenses and tax organised by department and fiscal year, with the source documents, emails and follow-up tasks attached to every record.

Everything is live in the product today multi-year departmental budget tracking with traffic-light alerts, four live analytics visualisations, full invoice / purchase / payroll / expense / tax registers with document, email and Microsoft Planner task linkage, AI invoice data extraction, payroll with integrated performance visibility, and budget-threshold automation wired into the pEntities workflow engine.

Value for the organisation. One live picture of departmental spend with the invoices, emails and tasks behind every number attached inside Microsoft Teams, on your own tenant, with no finance data leaving your control.

Part 1 The Finance Workspace

One live finance dashboard inside Teams budgets, analytics and every register

No separate finance portal, no export-and-email, no context-switching. The workspace is one live dashboard inside Microsoft Teams multi-year, fully localized, following the user's light or dark theme, on any screen.

1 · One workspace, right inside Teams

A single-page finance dashboard budgets, analytics and the departmental registers together.

  • Everything on one page selecting a department opens its expenses, invoices, purchases, payroll and tax in place.
  • Any fiscal year switch between years and every chart and figure recomputes instantly.
  • In their language fully localized, so finance and department managers across regions read it natively.
  • Light or dark, any screen follows the Teams theme and reflows down to the Teams mobile app.

2 · Budgets under control

Budget control is the heart of the workspace, and it is always current.

  • Per department, per year every department carries allocated, spent and remaining budget for each fiscal year, in one grid.
  • Traffic-light at a glance spend and remaining figures colour green, amber or red as they approach their limits.
  • Alerts that fire themselves crossing 80%, 90% or 100% raises a budget-threshold event automatically, once per band, driving any downstream automation.

3 · Live financial analytics

Four purpose-built visualisations turn the raw figures into an instant read on the organisation's finances.

  • Budget overview allocated, spent and remaining as clear progress bars, each with its percentage and health colour.
  • Department budget donut a share-of-budget donut with a per-department legend and totals.
  • Expenses by department a ranked bar chart of where the money is actually going.
  • Payroll cost vs budget a bullet chart pairing each department's payroll cost against its budget, with live headcount and a utilisation read.

4 · The registers: invoices, purchases, payroll, expenses, tax

Under every department sit five registers, each a clean, editable record set.

  • Invoices number, date, vendor, amount and description, auto-numbered on creation.
  • Purchase orders number, title, date, supplier, amount and description.
  • Payroll employee, pay period, gross pay and deductions, with net pay calculated automatically.
  • Expenses & tax departmental expense records, and tax data alongside taxable-income figures.
  • One consistent experience full create, edit and delete in the same panel, so a finance manager learns the workspace once.

5 · Every record, in full context

A finance figure is only as good as the evidence behind it so every invoice, PO and record carries its own context.

  • The documents attach the actual invoice or receipt from SharePoint, view it in-app, and apply retention and compliance labels without leaving the record.
  • The emails attach the Outlook or Teams conversation behind a purchase, read it inline, or open it in Outlook.
  • The follow-up create and assign Microsoft Planner tasks against a record ("approve this payment", "chase this PO"), tracked to completion.
  • A record summary each record opens to a summary tile showing its total and how many documents, emails and tasks are attached.

6 · AI that reads your invoices

The workspace does not just store invoices it can read them.

  • Automatic extraction an attached invoice is run through Azure Document Intelligence, which pulls out the invoice number, dates, PO reference, total, vendor and customer no manual typing.
  • A catalogue of models the same intelligence layer reads receipts, contracts and tax forms, so finance can extract structured data from more than just invoices.
  • Usage tracked every extraction is metered against the organisation's own AI service, so cost stays visible and controlled.

7 · Payroll with performance built in

Payroll in the workspace is more than pay figures it is compensation in the context of performance.

  • Net pay, calculated enter gross pay and deductions and net pay is worked out automatically; the employee is picked directly from the directory.
  • Compensation in context each payroll record carries the employee's salary band, performance rating and last review date, and shows the latest HR review beside the pay.
  • Kept in step with HR saving a payroll record mirrors it back onto the employee's HR record, so finance and HR never drift apart.
Part 2 The engine that runs it

Your data, in your tenant connected across the business

The Finance Workspace stores its data inside your own Microsoft 365, automates on budget events, and is wired into HR and the rest of the platform with nothing to migrate and no separate finance cloud.

8 · Your data, in your tenant

The Finance Workspace stores its data inside the organisation's own Microsoft 365, not a separate finance cloud.

  • On your own drive finance data is held with the business record it belongs to, in the organisation's own Microsoft 365 storage, reached through Microsoft Graph.
  • Isolated by design access is bound to the organisation's own drive and tenant there is no shared multi-tenant finance database.
  • Derived, not duplicated remaining budget, net pay, taxable income and receivable status are recalculated live from the source figures.

9 · Automation on budget events

Budget moments can start automation on their own, through the pEntities workflow engine.

  • Budget triggers crossing 80%, 90% or 100% of a department budget fires a budget-threshold event carrying the department, fiscal year, threshold and figures.
  • Do anything downstream a triggered workflow can email finance, alert the department head, create an approval task or invoke AI assembled with no code.
  • Reliable by construction events run on the same durable execution engine that powers the rest of the platform, filtered to the departments and thresholds that matter.

10 · Connected across the business

Finance does not sit alone it is wired into HR and the rest of the platform.

  • Payroll and HR in sync payroll records flow both ways between Finance and the HR module, so compensation and the employee record stay aligned.
  • Leave that shows its cost when leave is approved in HR, a costed financial risk can be raised against the department's budget automatically.
  • Onboarding that budgets itself a new hire can seed draft equipment and software expenses, so the cost of joining is captured from day one.

11 · Security & access

Who can reach finance data is governed by Microsoft 365 itself.

  • Acts as the signed-in user the workspace reaches finance data with delegated permissions, so it can never see data that person could not already see.
  • Bound to the tenant every request is scoped to the organisation's own Microsoft 365 tenant and drive.
  • Governed where you already govern access follows the same SharePoint and OneDrive permissions the organisation already manages.
How pEntities compares

A live layer on Microsoft 365 not a separate finance system

A traditional finance system is a separate destination with its own data, its own login and its own copy of your documents. The Finance Workspace is a live layer on the Microsoft 365 the organisation already runs.

ConsiderationpEntities Finance WorkspaceA separate finance system
Where you workInside Microsoft Teams, beside the business recordA separate application and login
The documentsThe real invoice, attached from SharePointA re-uploaded copy in another silo
Invoice captureAI reading via Azure Document IntelligenceManual entry, or a paid add-on
Budget alertsAutomatic at 80 / 90 / 100%Month-end reports, or manual checks
Payroll & performancePay and the HR review, togetherSeparate systems, re-keyed
Where data livesYour own Microsoft 365 tenantA shared multi-tenant finance cloud
AutomationNo-code workflows on budget eventsFixed features, or none
pEntities Modules

Purpose-built modules for the work your teams actually do

One platform, four specialised modules each with its own domain AI agent, all running inside Microsoft Teams on the data you already own.

HR Module

The full employee lifecycle onboarding with automatic task lists, leave with multi-level approval, performance reviews, training tracked to its expiry date and payroll analysis. The HR agent spots compliance risks and writes the reports for you.

Explore HR →

Legal Module

Every case tracked from pre-trial to appeal court, lawyers, opponents, confidentiality level, financial exposure and risk. Contracts carry milestones, auto-renewal detection and signature history, while the agent analyses timelines and exposure scenarios.

Explore Legal →

Ticketing Module

Every request handled with precision IT, HR, finance or legal. Real-time tracking, automatic notifications, approval flows and full history, with priorities, SLAs and automation rules that work without anyone intervening.

Explore Ticketing →

Finance Module

Invoices, expenses, purchases, budgets, receivables and tax data organised by fiscal year. Every figure links back to its original email, document and approval task full traceability, and an agent that spots trends and deviations.

Explore Finance →

Frequently asked questions

Can Meta-365 extract data from invoices automatically?

Yes. The finance module applies document intelligence to invoices, contracts, receipts and IDs, extracting structured fields for processing instead of manual data entry.

Where is financial document data processed?

No. Meta-365 runs as a managed application inside your own Microsoft 365 tenant, so documents, emails and records stay in your existing SharePoint, Outlook and Planner. There is no migration to a vendor cloud and no new data silo to security-review.