Automated account payables and receivables workflows

PURPOSE

1. Streamline and automate account payables/receivables for alternative fuel station retail operations within the energy sector.

2. Reduce manual intervention in vendor payments, customer invoicing, reconciliation, and remittance.

3. Integrate banks, ERPs, POS, and external platforms for seamless, auditable transaction workflows.

4. Enhance visibility, compliance, and accuracy of financial processes, ensuring timely settlements.

TRIGGER CONDITIONS

1. New vendor invoice uploaded or received.

2. Payment due date approaching for supplier/vendor.

3. Customer purchases fuel or services, initiating invoice creation.

4. Payment acknowledgment from bank for incoming/outgoing transactions.

5. Monthly or weekly account reconciliation event.

6. Exception detection: invoice mismatch, overdue, or duplicate detected.

7. Manual override by finance staff, e.g., payment hold or release.

PLATFORM VARIANTS

1. SAP S/4HANA

• API: Finance/Accounts Payables module – Configure OData service to receive/trigger payments and extract invoice data.

2. Oracle NetSuite

• RESTlet: Vendor Bill creation & Payment APIs – Enable automatic bill entry and scheduled payment runs.

3. QuickBooks Online

• Endpoint: /v3/company/{companyId}/purchase – Auto-create payables; /v3/company/{companyId}/payment for automated receivables settlement.

4. Xero

• API: Invoices endpoint – Automatically push receivables and mark payments as reconciled.

5. Microsoft Dynamics 365 Business Central

• API: /accountsPayableTransactions, /accountsReceivableTransactions – Automate invoice journaling and payment posting.

6. Zoho Books

• Endpoint: /vendorpayments – Issue vendor payments; /payments/records for auto-matching received remittances.

7. Coupa

• Integration: cXML Invoice & Payments API – Receive, validate, and automate invoices and payments for procurement flows.

8. SAP Concur

• Web Service: Payables Payment Batch API – Trigger recurring payments per policy/workflow.

9. Stripe

• API: /v1/invoices, /v1/payouts – Automate invoice issuing and direct settlements for customer transactions.

10. Bill.com

• API: /bills, /payments – Schedule and execute vendor payments, sync with bank feeds.

11. FreshBooks

• API: /invoices, /payments – Automate receivables when customers are billed or make payments.

12. Tipalti

• Function: Mass Payouts API – Schedule batch vendor payments; /invoices for auto-AP processing.

13. Adyen

• Endpoint: /payments, /payouts – Manage customer payments and remittance to vendors.

14. Plaid

• Feature: Auth and Transactions endpoint – Automate outgoing/incoming payment verification and reconciliation.

15. PayPal Business

• Endpoint: /v2/payments/payouts – Automate supplier payouts, batch disbursement, and receivable reconciliation.

16. ServiceNow

• API: Financial Management Module – Trigger invoice approval and raise payment tickets automatically.

17. Workday Financials

• Web Service: Supplier Invoice and Settle Supplier Invoice APIs – Automate invoice lifecycle and payment execution.

18. Sage Intacct

• API: AP Bill and Payment endpoints – Create, approve, and process accounts payable cycles.

19. BambooHR

• Integration: Payroll API (for payroll-related AP) – Sync payables triggered from workforce actions.

20. Elastic.io

• Function: HTTP and Scheduler Triggers – Orchestrate multi-source payables and receivables via custom connector logic.

BENEFITS

1. Accelerates invoice approval and payment cycles, improving cash flow management.

2. Eliminates manual data entry, reducing risk of human error and fraud.

3. Strengthens compliance through auditable, rule-driven workflows and exception reporting.

4. Integrates seamlessly across banking, ERP, and retail POS, ensuring complete financial visibility.

5. Enhances vendor and customer satisfaction with timely, accurate payments and transparent communication.

6. Frees up finance staff to focus on value-added analysis instead of repetitive processing.

7. Enables policy-driven controls for approvals, limits, and escalations automatically.

8. Ensures timely reconciliation supporting audit and regulatory standards.

9. Facilitates data-driven insights and real-time financial forecasting.

10. Scales across multiple locations and high transaction volume with minimal IT overhead.