Supplier invoice logging and payment reminders

Purpose

1.1. Automate supplier invoice intake, extraction, digitization, data entry, due date calculation, and payment reminder notifications for Army & Navy surplus retail.
1.2. Automate seamless syncing between email or portal downloads, accounting software, and supplier communications, reducing manual steps.
1.3. Ensure accounts payable accuracy and payment timeliness, automating reminders to avoid late fees and maintain supplier trust.

Trigger Conditions

2.1. Automated detection of new invoices via email attachment, upload, or API event.
2.2. Automating OCR recognition of inbound invoice files in specified folders or systems.
2.3. Automated flag of upcoming or overdue payment dates from accounting platform.

Platform Variants

3.1. Gmail
• Feature/Setting: Automated filter for "supplier invoice" labeled emails; enable Apps Script trigger for attachments.
3.2. Outlook 365
• Feature/Setting: Power Automate “When new email arrives” trigger with keyword-based flow.
3.3. Dropbox
• Feature/Setting: Automated "File uploaded" event on target folder with webhook push.
3.4. Google Drive
• Feature/Setting: Automating "New file in folder" trigger with Google Apps Script or API.
3.5. Microsoft OneDrive
• Feature/Setting: “New file” flow via Power Automate to initiate document automation.
3.6. Xero
• Feature/Setting: API endpoint for new bill creation and due date monitoring with webhooks.
3.7. QuickBooks Online
• Feature/Setting: Automatedly poll “Bill” objects via API and setup “reminders” automation.
3.8. Zoho Books
• Feature/Setting: Automated “Bill creation” webhook and “payment reminder” triggers.
3.9. Sage Accounting
• Feature/Setting: Automate “Supplier Invoice” API endpoint and due date checks.
3.10. SAP Business One
• Feature/Setting: Automated “Document Entry” service with scheduled payment checks.
3.11. FreshBooks
• Feature/Setting: API “Invoice Created” hook for invoice ingestion; automation for reminders.
3.12. Bill.com
• Feature/Setting: “Invoice Received” API event and “Upcoming Payment” notification.
3.13. Docparser
• Feature/Setting: Automated parsing template for invoice PDFs, webhook on parse result.
3.14. Rossum
• Feature/Setting: AI data extraction flow; HTTP API callback as documents processed.
3.15. Hubdoc
• Feature/Setting: Automated fetching of supplier invoices and export to accounting via API.
3.16. Twilio SMS
• Feature/Setting: Automated API call with invoice due reminders sent to responsible staff.
3.17. Slack
• Feature/Setting: Webhook trigger for supplier payment reminders in channel or DM.
3.18. Microsoft Teams
• Feature/Setting: Automate actionable notification to specific channel or user at due date.
3.19. SendGrid
• Feature/Setting: API for automated email payment reminders to staff or suppliers.
3.20. Trello
• Feature/Setting: Automated card creation per invoice with due date reminders via API.
3.21. Asana
• Feature/Setting: Automate task creation, due date custom field and reminder comments.
3.22. Monday.com
• Feature/Setting: Automated item creation, status update, and notification automation.
3.23. Airtable
• Feature/Setting: Automated new record per invoice, filtered view triggers reminders.
3.24. Notion
• Feature/Setting: Automated page/database entry for invoice and reminder integration.
3.25. Zapier
• Feature/Setting: Multi-platform “Zaps” for triggering invoice sheet build and reminders.

Benefits

4.1. Automates tedious data entry and paperwork, minimizing human error and workload.
4.2. Automated reminders reduce late payments and improve supplier relationships.
4.3. Automator reduces financial penalties with prompt actionable due date alerts.
4.4. Automating syncing ensures complete transactional visibility for audits.
4.5. Automation allows scalability for growing invoice volume with zero extra admin.