Collection and archiving of transaction receipts/invoices

Purpose

1.1. Automate collection and archiving of transaction receipts/invoices to ensure records are complete, compliant, rapidly retrievable, audit-ready, and immune to manual errors.
1.2. Unify digital/captured physical receipts from suppliers, customers, logistics, and carriers into centralized long-term storage.
1.3. Enable real-time invoice monitoring for both incoming/outgoing transactions, including tax/VAT compliance, reconciliation, and internal reporting.
1.4. Reduce lost documentation risks, streamline end-of-year reporting, and maintain a clean digital audit trail.

Trigger Conditions

2.1. New transaction processed in ERP/accounting platform.
2.2. Issuance or receipt of email containing “invoice” or “receipt” as attachment.
2.3. Receipt upload to vendor/customer portal.
2.4. API notification from POS or e-commerce system upon order completion.
2.5. Scanned document added to a monitored folder/cloud location.

Platform Variants

3.1. Microsoft Outlook 365
• Feature/Setting: Configure Inbox Rules + API Mail.Read to detect and parse invoice mail on arrival.
3.2. Google Workspace (Gmail)
• Feature/Setting: Use Apps Script with Gmail API to trigger on keyword/attachment match.
3.3. Xero
• Feature/Setting: Accounting API Webhook on new invoice/reconciliation event.
3.4. QuickBooks Online
• Feature/Setting: Webhooks + API v3 “Invoice” and “SalesReceipt” endpoints on create/update.
3.5. SAP Business One
• Feature/Setting: B1 Integration Framework event triggers on document addition.
3.6. Zoho Books
• Feature/Setting: Instant Webhook on new/updated invoice.
3.7. Oracle NetSuite
• Feature/Setting: SuiteTalk SOAP/REST API - Invoice Saved trigger.
3.8. FreshBooks
• Feature/Setting: Webhooks for invoice creation + FreshBooks API “list_invoices”.
3.9. Dropbox Business
• Feature/Setting: File creation trigger on specific folder for scanned/document uploads.
3.10. Google Drive
• Feature/Setting: Use Drive API “files.create” trigger for new document addition.
3.11. OneDrive for Business
• Feature/Setting: File watcher for receipt upload folder; Graph API.
3.12. DocuSign
• Feature/Setting: Rooms API “envelope completed” event capture for signed receipts.
3.13. Box
• Feature/Setting: Box Webhooks on file upload into “Invoices” folder.
3.14. Salesforce
• Feature/Setting: Outbound Message on Opportunity/Order closure.
3.15. Twilio SendGrid
• Feature/Setting: Inbound Parse Webhook for incoming invoice/receipt attachments.
3.16. Slack
• Feature/Setting: Monitor channel for direct uploads/emails; Slack Events API.
3.17. Amazon S3
• Feature/Setting: S3 “PutObject” event notification for storage on upload.
3.18. SFTP Server
• Feature/Setting: Scheduled scan for new files in a specified SFTP directory.
3.19. Stripe
• Feature/Setting: Webhook on payment_intent.succeeded or invoice.paid event.
3.20. Square
• Feature/Setting: Webhook notification for payment or receipt issued.
3.21. Expensify
• Feature/Setting: Reports API for retrieving employee/field receipts.
3.22. SAP Concur
• Feature/Setting: Event Notification for expense submission upload.

Benefits

4.1. Eliminates manual document retrieval, saving admin time and reducing costly errors.
4.2. Improves compliance and audit preparedness through tamper-proof archiving.
4.3. Accelerates monthly, quarterly, and year-end closings with ready-access central repository.
4.4. Enhances traceability across distributed business units, vendors, and clients.
4.5. Supports swift reconciliation, cash flow tracking, and fraud prevention.