Supplier and customer invoice automation

Purpose

1.1. Automate extraction, entry, validation, approval, reconciliation, and archiving of supplier and customer invoices for an Arabic cuisine restaurant.
1.2. Automatedly capture inbound invoices from diverse formats (PDF, email, EDI); route to finance team for approval.
1.3. Automate matching of supplier invoices to purchase orders and delivery receipts for validation.
1.4. Automate customer invoice generation from POS or booking data and automated delivery via email/SMS.
1.5. Automated record updates in ERP and accounting platforms, with analytical reporting and alerts for missing data, duplicate, or overdue invoices.
1.6. Allow automator rules for due-date reminders and compliance logs for auditing.

Trigger Conditions

2.1. Supplier invoice received via email inbox, upload, FTP, or EDI.
2.2. Customer transaction or reservation finalization in POS.
2.3. Scheduled batch runs (e.g., daily, weekly automated invoice cycles).
2.4. Status changes in ERP/order management (e.g., “Goods Received”).
2.5. Reminder triggers for unpaid invoices before/after due dates.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Use "When a new email arrives" trigger with Outlook API and "AI Builder Form Processing" for automated invoice data extraction.

3.2. Zapier
• Feature/Setting: Gmail “new attachment” trigger; Xero “create bill” and Slack “send message” action; automate invoice push and staff notification.

3.3. UiPath
• Feature/Setting: Document Understanding; configure automation for invoice OCR, validation, and SAP or Oracle posting.

3.4. QuickBooks Online API
• Feature/Setting: Automatedly use "Create or Update Invoice" endpoint; scheduled automator for invoice sync.

3.5. Xero API
• Feature/Setting: Automate “Invoices” endpoint; scheduled automations for creation and tracking; webhook for status updates.

3.6. Sage Intacct
• Feature/Setting: “Vendor Invoices” API; automation rules for creating and reconciling supplier bills.

3.7. Google Workspace APIs
• Feature/Setting: Gmail API “watch” for incoming invoice emails; Google Sheets API for automated ledgering.

3.8. DocuSign
• Feature/Setting: Automate e-signature requests for invoice approval via DocuSign’s "Envelope" API.

3.9. Dropbox Business
• Feature/Setting: File request automation for supplier uploads; webhook to trigger workflow on file arrival.

3.10. AWS Textract
• Feature/Setting: Automator for extracting line items and fields from invoice PDFs/images.

3.11. FreshBooks
• Feature/Setting: Use “Automatically Import Expenses” with invoice forwarding and auto-categorization.

3.12. Twilio
• Feature/Setting: Automated SMS reminders for upcoming/overdue invoices using Programmable Messaging.

3.13. Slack
• Feature/Setting: Automate sending invoice approval requests via Slack Notifications API.

3.14. HubSpot
• Feature/Setting: Automate invoice follow-ups with CRM workflow integrations and email tracking.

3.15. Oracle NetSuite
• Feature/Setting: REST API “POST invoice” for automated entry; workflow rules for approvals.

3.16. SAP Business One
• Feature/Setting: DI API for automated invoice posting; trigger automator on new delivery documents.

3.17. WooCommerce
• Feature/Setting: Order-completion automation to generate and email customer invoices.

3.18. Shopify
• Feature/Setting: Automate order-to-invoice processing via Shopify Admin API events.

3.19. Monday.com
• Feature/Setting: Board automation recipes for invoice status and payment reminders.

3.20. Airtable
• Feature/Setting: New record automation triggers and automated invoice approval fields.

3.21. Odoo
• Feature/Setting: Automated supplier/customer invoice workflows using Odoo Accounting API.

3.22. Mailgun
• Feature/Setting: Automated sending of customer invoices via Mailgun “Send Email” API.

3.23. PDF.co
• Feature/Setting: Automated OCR extraction and data mapping from PDFs in workflows.

3.24. Plaid
• Feature/Setting: Automated ACH payment status sync to reconcile customer invoices.

3.25. Jira Service Management
• Feature/Setting: Auto-create invoice approval tickets from email or form submissions.

Benefits

4.1. Automates repetitive manual entry, reducing errors and time spent.
4.2. Offers automated compliance checks and audit trails for finance operations.
4.3. Enables automation for fast invoice validation and supplier payment processing.
4.4. Automated status syncing ensures up-to-date records for analytics.
4.5. Automated notifications reduce missed or overdue supplier/customer payments.
4.6. Automating ensures scalability as invoice volumes grow, lowering overhead.
4.7. Empowers finance teams to focus on analysis, not data entry, using advanced automator tools.