Administrative and Financial ProcessesPurpose
1.2. Reduce manual data entry errors, speed up finance cycles, and ensure timely payments for vendors (cosplayers, AV suppliers, artists, etc.).
1.3. Improve audit trails for transactions tied to club activities, conventions, and panel sessions.
1.4. Ensure compliance with expense policies and streamline reconciliation for club financial statements.
Trigger Conditions
2.2. Scheduled scan of shared cloud storage for new invoice files.
2.3. Manual entry of invoice details by an event organizer.
2.4. API webhook receiving invoice data from a mobile scan app.
Platform Variants
• Feature/Setting: Watch Emails — filter by “From: vendor@”, with subject containing “Invoice”; configure attachments extraction.
3.2. Microsoft Outlook 365
• Feature/Setting: “When a new email arrives (V3)” — with invoice-specific folder triggers, attachment save to SharePoint.
3.3. Dropbox
• Feature/Setting: “When file is added to folder” — monitor Shared Vendor Invoices folder for PDFs.
3.4. Google Drive
• Feature/Setting: “File uploaded to anime-invoices/”; set to parse PDFs or images for OCR extraction.
3.5. Box
• Feature/Setting: “File Request” on ‘Invoices’ folder; auto-tag new documents for workflow routing.
3.6. Docparser
• Feature/Setting: “Document Uploaded” webhook; extract structured data from invoices via parsing rules.
3.7. Adobe Sign
• Feature/Setting: “Agreement signed” — trigger approval workflow on invoice confirmations.
3.8. QuickBooks Online
• Feature/Setting: “Create Bill” API; map extracted data fields to Vendor, Amount, Due Date.
3.9. Xero
• Feature/Setting: “Submit Purchase Bill” endpoint; configure mapping and auto-validation rules.
3.10. FreshBooks
• Feature/Setting: “Create Expense” API; auto-reconcile based on recurring anime event suppliers.
3.11. Zoho Books
• Feature/Setting: “New Purchase Invoice” trigger; initiate approval or payment task.
3.12. Slack
• Feature/Setting: “Send message”; post new invoice summary to #finance-anime channel for review.
3.13. Microsoft Teams
• Feature/Setting: “Post adaptive card”; prompt admin team to approve/reject invoice entry in real time.
3.14. Trello
• Feature/Setting: “Create Card” in Anime Events Expenses list; attach parsed invoice and tag with vendor name.
3.15. Airtable
• Feature/Setting: “Create Record” in Vendor Payments Table; auto-fill with OCR results.
3.16. Notion
• Feature/Setting: “Create Page” in Anime Club Expenses database; include invoice metadata and approval status.
3.17. Zapier
• Feature/Setting: “Zap” from inbox/cloud folder to finance app; map data fields for end-to-end flow.
3.18. Make (Integromat)
• Feature/Setting: “Scenario” for scheduled invoice polling and data sync across services.
3.19. SAP Concur
• Feature/Setting: “Create Invoice” API; route invoices over set threshold to secondary approval.
3.20. Oracle NetSuite
• Feature/Setting: “Vendor Bill” creation via SuiteTalk Web Services; link to club event codes.
3.21. Stripe
• Feature/Setting: “Create Payment” for approved invoices; configure fallback reminders for overdue bills.
3.22. Twilio
• Feature/Setting: “Send SMS” to notify finance chair of payment deadlines or approvals needed.
3.23. Google Sheets
• Feature/Setting: “Append row” upon new invoice entry; use custom formulas for cross-check.
3.24. HelloSign
• Feature/Setting: “Document signed” webhook for contract-based invoices associated with events.
Benefits
4.2. Enhances oversight of anime club spend; promotes fiscal responsibility.
4.3. Diminishes risk of missed or late vendor payments for critical club operations.
4.4. Boosts transparency for audit and reporting, supporting funding proposals and club governance.
4.5. Frees administrative staff for creative tasks, event planning, and community building.