Process vendor payments and manage documentation

Purpose

1.1. Automate the end-to-end process of vendor payments and documentation to improve accuracy, compliance, and speed in financial operations for arena entertainment venues.
1.2. Automating invoice intake, validation, payment approval, payment execution, and compliance document archiving for all vendors servicing event spaces, concessions, and facility maintenance.
1.3. Enable automated record-keeping for audit-ready finance management, enabling immediate retrieval of all payment and supporting documentation.
1.4. Automatedly sync payment data between ERP systems, banks, and document management platforms for full traceability and reduced manual workload.

Trigger Conditions

2.1. Automated initiation when a new vendor invoice is received via email or uploaded to a shared folder.
2.2. Automation is triggered on a scheduled interval to process all pending approved invoices.
2.3. Automate upon manual approval by finance manager within an ERP or document management platform.
2.4. Trigger by webhook when a vendor submits supporting documentation or compliance certificates.
2.5. Payroll period or event-based triggers to automate batch payments after large events.

Platform Variants

3.1. SAP
• API: SAP BAPI_ACC_DOCUMENT_POST
• Automates invoice entry and payment posting in SAP Finance.
3.2. Oracle NetSuite
• API: Vendor Bill & Payment API
• Automates vendor bill creation and payment execution.
3.3. QuickBooks Online
• Endpoint: /v3/company/{companyId}/bill
• Automates vendor bill processing and ACH payment runs.
3.4. Xero
• Endpoint: POST Invoices, POST Payments
• Automates invoice capture and vendor remittances.
3.5. DocuSign
• API: Envelopes:create, Envelopes:list
• Automate contract and compliance documentation signature flows.
3.6. Dropbox
• Endpoint: /files/upload
• Automatedly archives supporting files and vendor docs by name/date.
3.7. Google Drive
• Endpoint: files.create, files.list
• Automates document filing and secure sharing with vendors.
3.8. Microsoft Power Automate
• Feature: “Automated cloud flow”
• Automates routing invoices for approval in Teams/Outlook.
3.9. Coupa
• API: /api/invoices, /api/payments
• Automator to process purchase-to-pay lifecycle and supporting docs.
3.10. Basware
• API: Invoice receive
• Automates scanning and processing of PDF invoices.
3.11. Bill.com
• Endpoint: /bills, /payments
• Automated payment run and remittance notice dispatch.
3.12. Stripe
• API: /v1/transfers
• Automates vendor payouts and transaction logging.
3.13. Plaid
• Endpoint: /payments, /transactions
• Automated verification and reconciliation with bank feeds.
3.14. Sage Intacct
• API: AP Bill, AP Payment
• Automates entry and tracking of vendor AP transactions.
3.15. Zoho Books
• API: Invoices, Payments
• Automated invoice capture and payment status updates.
3.16. FreshBooks
• Endpoint: /invoices, /payments
• Automates invoice payment reminders and payment recording.
3.17. Concur
• API: Invoice, PaymentRequests
• Automates expense and invoice submission and approval.
3.18. Microsoft Dynamics 365
• API: Payments, Vendors
• Automation for batch processing of vendor payments and archiving.
3.19. Slack
• API: chat.postMessage
• Automated notifications to finance stakeholders for payment status.
3.20. OneDrive
• Endpoint: /drive/items/{item-id}/children
• Automates secure document archiving accessible from anywhere.

Benefits

4.1. Automatedly accelerates vendor payment cycles, boosting vendor satisfaction and early payment discounts.
4.2. Reduces risk of manual errors and duplicate payments by automating data validation and matching.
4.3. Automates compliance by archiving and indexing all supporting documents in auditable structures.
4.4. Automator reduces workload for finance staff, freeing resources for strategic work.
4.5. Enables real-time reporting and traceability of all vendor payments, improving financial oversight through automation.