Vendor invoice approval workflow

Purpose

 1.1. Automate the end-to-end vendor invoice approval, minimizing manual entry and delays.
 1.2. Integrate document capture, validation, routing, notifications, and approval logging.
 1.3. Enhance compliance tracking, audit readiness, and ERP data synchronization.
 1.4. Streamline collaboration among finance, procurement, and management in a corporate beverage group.
 1.5. Enable real-time tracking, exception handling, escalation, and archival of approved or rejected invoices.

Trigger Conditions

 2.1. Receipt of invoice email to AP department inbox.
 2.2. Upload of invoice to a shared drive or document management system.
 2.3. Creation of invoice record in ERP or procurement software.
 2.4. Submission via a vendor portal or API.
 2.5. Scheduled batch import of pending invoices from legacy systems.

Platform Variants

 3.1. Microsoft Outlook
  • Feature: "When new email arrives" rule; configure filtered AP inbox for invoice detection.
 3.2. SharePoint
  • Feature: "File Created" trigger; designate invoices directory for real-time event capture.
 3.3. SAP S/4HANA
  • API: "InvoiceDocument API" for invoice record creation and approval status updates.
 3.4. Oracle NetSuite
  • API: "Vendor Bill" SuiteScript REST API for automated invoice routing.
 3.5. Slack
  • Feature: "Incoming Webhooks"; direct approval requests to dedicated channel.
 3.6. Microsoft Teams
  • Feature: "Adaptive Cards" and "Message Actions"; post approval task notifications.
 3.7. DocuSign
  • API: "Envelopes:create" for e-signature based approvals.
 3.8. Adobe Acrobat Sign
  • API: "Send Agreement" for invoice authorization workflows.
 3.9. Google Drive
  • API: "Files:watch"; monitor invoice uploads in specified folders.
 3.10. OneDrive
  • Feature: "When a file is created" in finance directory.
 3.11. QuickBooks Online
  • API: "Receive Payment" and "Invoice Approval" endpoints for payment workflows.
 3.12. Xero
  • API: "Invoices" POST and PUT endpoints; automate approval flag changes.
 3.13. Dropbox
  • API: "Files/upload" detection and webhook to trigger approval process.
 3.14. AWS S3
  • Feature: "S3:ObjectCreated" event; invoice file triggers Lambda workflow.
 3.15. Salesforce
  • API: "Apex REST" for pushing invoice objects to finance approval flows.
 3.16. Trello
  • API: "Card Create" with custom fields for each invoice, route to approver lists.
 3.17. Monday.com
  • API: "Create item" in an 'Invoices Pending' board, with approval automations.
 3.18. Asana
  • API: "Task Creation" in ‘AP Approval’ project, set status based on responses.
 3.19. Jira
  • API: "Issue Create" in Finance project, trigger approval sub-task.
 3.20. Zendesk
  • API: "Ticket Create" for exception handling and AP inquiries.
 3.21. ServiceNow
  • API: "Table API" for logging invoice approval records and audit actions.
 3.22. Smartsheet
  • API: "Row Create" for invoice logging, trigger alert rules on state changes.
 3.23. HubSpot
  • API: "Engagements API"; generate approval tasks and log activities.
 3.24. Box
  • API: "File Upload" triggers and webhook notifications to workflow.
 3.25. Zendesk Sell
  • API: "Lead or deal note create" for AP team escalations.

Benefits

 4.1. Reduce manual errors, ensure compliance, and improve audit readiness.
 4.2. Accelerate invoice processing and remove bottlenecks.
 4.3. Centralize and automate communication for invoice status.
 4.4. Enhance transparency and provide real-time status visibility.
 4.5. Integrate seamlessly with broad enterprise ecosystems found in large beverage manufacturers.