Accounting & Reporting AutomationPurpose
1.2. Capture spend from invoices, receipts, and bank statements in real time.
1.3. Map expenses by part type, supplier, team, and location for accurate reporting.
1.4. Automate compliance checks and workflow approvals for wholesale transactions.
1.5. Feed categorized data directly to accounting software for streamlined monthly closes.
Trigger Conditions
2.2. Vendor invoice is received via email or uploaded by staff.
2.3. Mobile receipt photographed and sent to designated inbox/folder.
2.4. Accounting team uploads expense spreadsheet to shared cloud folder.
2.5. Automated alert when spending by vendor or category exceeds threshold.
Platform Variants
3.1. QuickBooks Online
• API Function: Expense endpoint (Create/Read/Update/Delete)
• Configuration: Monitor Expense endpoint for new entries, categorize by “Spare Parts” class.
3.2. Xero
• API Function: POST /banktransactions, GET /accounts
• Configuration: Watch for new bank transactions, auto-categorize via account code mappings.
3.3. SAP Concur
• Feature: Expense Report Upload API
• Configuration: Sync scanned receipts, apply rules by supplier name/GL code.
3.4. Microsoft Power Automate
• Connector: Office365.Outlook, OneDrive.Read
• Configuration: Extract attachments from invoice emails, push data to Excel Online for categorization.
3.5. Zoho Books
• API Function: Create Expense
• Configuration: Map incoming vendor invoices to Spare Part/Appliance GL code.
3.6. Sage Intacct
• API Function: ExpenseReports API
• Configuration: Auto-classify expenses from uploaded CSV, apply approval workflow.
3.7. Expensify
• API Function: Expense Creation API
• Configuration: OCR email receipt imports, assign to account “Inventory Parts.”
3.8. FreshBooks
• API Endpoint: Expenses.Create
• Configuration: Monitor new expenses, auto-assign tags (e.g., “Appliance Parts, Wholesale”).
3.9. Netsuite
• SuiteTalk (SOAP/REST), Expense Reports
• Configuration: Schedule import of transactions, assign department/class codes.
3.10. Wave
• API Function: CreateTransaction
• Configuration: Automate entry from scanned receipts, map to specific expense categories.
3.11. Google Sheets
• API: Sheets API
• Configuration: Watch folder for new spreadsheets, parse rows for vendor and item type, sync to accounting.
3.12. Receipt Bank (Dext)
• Feature: Inbox Processing
• Configuration: OCR invoices, auto-categorize based on item keywords, send to accounting system.
3.13. Plaid
• API: Transactions endpoint
• Configuration: Poll business account, extract new outflows, tag by payee.
3.14. Oracle NetSuite
• Feature: REST API Expense Management
• Configuration: Record and categorize supplier invoices, match to purchase orders.
3.15. Square
• API: ListPayments/ ListTransactions
• Configuration: Capture supply purchases, classify based on SKU or category.
3.16. PayPal
• API: List Transactions
• Configuration: Fetch spend to vendors, auto-categorize by payment notes or references.
3.17. Dropbox
• API: /files/list_folder
• Configuration: Trigger ingestion when a document is uploaded to “Receipts” folder.
3.18. Hubdoc
• Feature: Data Extraction Rules
• Configuration: Ingest utility bills and vendor receipts, map to expense accounts.
3.19. Bill.com
• API: Bill/Expense Endpoints
• Configuration: Route and categorize bills based on vendor mapping.
3.20. Slack
• API: Events/Files
• Configuration: Employees submit receipts to channel, trigger workflow for expense creation.
Benefits
4.2. Consistent categorization across business channels and platforms.
4.3. Rapid reconciliation and compliance for wholesale appliance transactions.
4.4. Instant reporting segmented by part type, supplier, or project.
4.5. Dramatically reduced manual entry and review workloads.
4.6. Enhanced fraud detection via auto-flagging of out-of-policy expenses.
4.7. Ready audit trails and documentation for every transaction.
4.8. Fast month-end closes with automated data flows across systems.