Hillsboro School District

Managing finances for an entire school district is no small feat. For Kylie Henderson, Finance Assistant at Hillsboro School District, the challenge of overseeing thousands of transactions across multiple schools required a smarter, more efficient approach to purchasing and payment processing.

Moving beyond P-Cards

Before implementing Amazon Business with Pay by Invoice, Hillsboro School District relied on traditional purchasing cards (P-cards) for procurement. While functional, this system created significant operational challenges. "With P-cards, everything was after the fact, and then we'd find out that, OK, that maybe wasn't quite compliant," Henderson explains. The lack of pre-purchase visibility made budget control difficult and compliance monitoring reactive rather than proactive.

The district needed a solution that would provide better oversight, streamline approvals, and deliver cost savings—all while maintaining the flexibility required for a complex educational organization.

Pay by Invoice with Amazon Business

The switch to Amazon Business with Pay by Invoice brought immediate improvements to the district's financial operations. Henderson now manages the entire Amazon account for all departments and schools, handling everything from user setup to invoice processing and payment reconciliation.

What makes Pay by Invoice particularly valuable? "I like the invoicing system because I'm able to customize it to what we need," Henderson notes. "Every customer is going to have a different need. I like the way that I'm able to automatically require account codes for budget strings, PO numbers…"

Pay by Invoice's flexibility allows Henderson to configure controls that prevent common purchasing issues before they occur. Default shipping addresses reduce delivery errors, restricted payment methods ensure compliance, and automated coding requirements support accurate budget tracking. Unlike P-cards, where users might receive decline notifications after exceeding limits, Pay by Invoice provides a rolling purchasing limit that keeps operations running smoothly.

Key features driving efficiency

Two implementations have been particularly transformative for Hillsboro School District. First, Amazon Business’ budget blanket purchase orders give schools real-time visibility into their spending. "Being able to upload all of my school's individual budgets so they can actually see their budgets in real time" means schools can make informed purchasing decisions without waiting for Henderson to process invoices.

Second, consolidated invoicing has been "life changing," according to Henderson. Initially skeptical about managing multiple purchases on a single invoice, she discovered that the system organizes everything clearly by purchase order number. "They actually work really well together. I would always recommend to anyone, if you're going to do consolidated invoicing, look at the budget blanket POs first because they marry together so, so great."

Control, efficiency, and purpose

The results speak for themselves. Henderson recently set up 18 new user accounts in just a couple of weeks—a process made simple through standardized templates and workflows. The district also benefits from volume pricing and rebates that weren't available with lower volume purchases with P-cards, delivering meaningful cost savings during tight budget times.

Beyond the technical capabilities, having a dedicated account representative has proven invaluable. "Anytime I have a problem, she can provide a solution, not just a product," Henderson says. This partnership approach helps the district maximize the benefits of Amazon Business and implement new features with confidence.

For Henderson, the impact goes beyond operational efficiency. "It gives me a lot of control, which gives me purpose in my world to know that I'm improving the spending at least for this account and helping, you know, our students, which is a big passion for me."

As Hillsboro School District continues to refine its processes, the combination of Pay by Invoice, budget blanket POs, and consolidated invoicing provides a strong foundation for financial management. The system's flexibility means Henderson can make adjustments as needs evolve, ensuring the district's purchasing operations remain efficient and compliant.

For other school districts and organizations managing complex purchasing needs, Henderson's experience demonstrates how modern payment solutions can transform financial operations—delivering better control, improved efficiency, and ultimately, better outcomes for the students and communities they serve.