Supplier invoice and payment processing

Purpose

1.1. Automate supplier invoice receipt, validation, approval, payment, and reconciliation for corporate air taxi providers.
1.2. Ensure timely, accurate payments, audit-ready reporting, and seamless integration with flight operations/finance.
1.3. Reduce manual entry, speed up supplier payments, minimize human error, and improve compliance and vendor relationships.
1.4. Capture digital invoices, route approvals based on spend limits, auto-match invoices to purchase orders, and trigger payment release via pre-configured criteria.

Trigger Conditions

2.1. New supplier invoice received via email, API upload, or EDI gateway.
2.2. Invoice data parsed or submitted in accounting/ERP system.
2.3. Scheduled batch time for invoice processing reached.
2.4. Approval status changed or authorized signatory action required.
2.5. Vendor onboarding completed and bank details registered.

Platform Variants

3.1. Microsoft Power Automate
• Feature: “When a new email arrives (V3)” + “Extract structured data from attachments”
• Sample: Configure to parse PDF invoices from vendor mailbox.
3.2. SAP Ariba
• API: Invoice Management API – Create/Update Invoice
• Sample: Configure to auto-push validated invoices to Ariba for PO-match.
3.3. QuickBooks Online
• API: “Create Bill”, “Pay Bill” endpoints
• Sample: Set for new invoice ingestion and AutoPay once approved.
3.4. Xero
• API: “POST /invoices”, “POST /payments”
• Sample: Auto-create draft invoice and trigger payment via bank feed.
3.5. Oracle NetSuite
• Feature: REST API – “vendorBill” and “vendorPayment” objects
• Sample: Push parsed invoice data directly as vendor bill.
3.6. DocuSign
• API: “Envelope Creation” for approval routing
• Sample: Route invoice to C-level for digital sign-off.
3.7. Coupa
• API: “Invoices API” + “Payments Export”
• Sample: Import supplier invoices and trigger payment batch export.
3.8. FreshBooks
• API: “POST /invoices”, “POST /payments”
• Sample: Auto-generate invoice and record payment transaction.
3.9. Bill.com
• API: “Create Bill”, “Make Payment” functions
• Sample: Invoice to bill and schedule payment run.
3.10. Zoho Books
• API: “Invoices” + “Payments” modules
• Sample: Push invoice for multi-level approval and auto-payment.
3.11. Tipalti
• API: Supplier Payments
• Sample: Validate supplier data then initiate cross-border payout.
3.12. Slack
• Feature: Workflow builder, “Post message”
• Sample: Notify finance team to review high-value invoices.
3.13. Stripe
• API: “Invoices” + “Payouts”
• Sample: Route supplier invoice for payment via Stripe dashboard.
3.14. Expensify
• Feature: “Auto-merge invoices/bills”
• Sample: Attach and process vendor invoice for policy check.
3.15. Sage Intacct
• API: “AP Bill” and “AP Payment” objects
• Sample: Invoice entry, approval sequence, fund release.
3.16. Google Workspace
• Feature: “Gmail API”, “Drive API”
• Sample: Monitor vendor mailbox, auto-save invoice attachment to Drive.
3.17. Dropbox
• API: “File upload webhook”
• Sample: Trigger flow from new file in “Supplier Invoices” folder.
3.18. Webhooks (Custom ERP)
• Feature: “Receive JSON payload”
• Sample: Direct ingest of invoice metadata from EDI/E-invoice gateway.
3.19. PayPal Payouts
• API: “Payouts/Sender Batch Payment”
• Sample: Mass-disburse funds for approved supplier invoices.
3.20. Mailparser
• Feature: “Parse PDF/XML attachments”
• Sample: Extract invoice fields for push to ERP.
3.21. Trello
• Feature: Card automation
• Sample: Move card to “Pay” list on invoice approval.
3.22. Salesforce
• Feature: “Apex triggers” or “Process Builder”
• Sample: On opportunity win, pre-authorize invoices for procurement.
3.23. HubSpot
• API: “Deals” and “Timeline events”
• Sample: Log supplier invoice as deal activity, trigger workflow.
3.24. Jira Service Management
• Feature: Auto-create supplier request tickets
• Sample: Move approved invoice to payment-ready status.

Benefits

4.1. End-to-end digital processing reduces manual workload, errors, and fraud risk.
4.2. Instant payment scheduling supports supplier trust and preferential terms.
4.3. Full audit trails for every invoice and payment step.
4.4. Real-time finance visibility and integration with on-demand flight analytics.
4.5. Compliance with aviation/corporate policies through programmable workflows.
4.6. Scalable for multinational supplier networks and varied billing models.
4.7. Timely reconciliation and easy financial statement preparation.
4.8. Rapid, compliant onboarding for new suppliers with data validation.
4.9. Enhanced reporting and faster response to internal/external audits.