Systematic archival of financial documents for compliance

Purpose

1.1. Ensure all financial documents (invoices, receipts, purchase orders, bank statements) are systematically archived to meet tax, regulatory, and internal audit requirements.
1.2. Automate classification, timestamping, and storage of documents from multiple sources (email, ERP, POS, accounting software) into secure, searchable repositories.
1.3. Enable automated retention policies, scheduled archiving, and compliance audit trail generation for HVAC wholesale operations.
1.4. Remove manual document handling and reduce non-compliance risk across the entire supply chain and customer management workflow.

Trigger Conditions

2.1. New document generated in ERP/accounting software.
2.2. Email received with financial attachments.
2.3. Scheduled daily/weekly/monthly backup requirement.
2.4. Regulatory compliance deadlines approach.
2.5. User scans/uploaded document from mobile/desktop.
2.6. Receipt of payment confirmation events.
2.7. Status update on customer order completion.

Platform Variants

3.1. SAP ERP
• Function: Business Document Service API — auto-export PDFs with metadata to document repository.
• Sample: Use '/sap/bc/DocumentService/export' trigger on invoice finalization.

3.2. QuickBooks Online
• Function: Reports API — trigger 'Get Transactions' endpoint, push PDFs to storage.
• Sample: API routine scheduled post-transaction approval.

3.3. Xero
• Feature: Files API — archive ‘BankStatements’ and ‘Invoices’ folders to DMS.
• Sample: Configure webhook on file upload event to trigger archiving.

3.4. Microsoft SharePoint
• Feature: Document Library — automate upload via REST API.
• Sample: POST to '.../sites/{site}/drive/root:/FinancialArchive:/children'.

3.5. Google Drive
• API: Drive API — createFolder & uploadFile functions for dynamic foldering by year/quarter.
• Sample: Push PDF from email/ERP webhook to 'FY24/Invoices'.

3.6. Dropbox Business
• Feature: Files Upload — use '/files/upload' endpoint for document push.
• Sample: Triggered on new transaction entry in accounting system.

3.7. Box
• API: Upload API — push/organize documents using event-based folder selection.
• Sample: On new email attachment, sync document with '2024_Q2_Financials'.

3.8. DocuWare
• Function: Intelligent Indexing — auto assign tags/fields, send to archive.
• Sample: Workflow trigger for any uploaded invoice.

3.9. Egnyte
• API: File System API — schedule automated batch uploads.
• Sample: Nightly push from POS-generated CSV/PDFs.

3.10. Zoho Books
• API: Get Invoice & Document Upload — extract new invoices, archive to S3.
• Sample: Use endpoint 'GET /invoices' + webhook for new record.

3.11. FreshBooks
• Feature: Invoice Events webhook — auto-download invoice, archive to Google Drive.
• Sample: On invoice issued, POST to Drive upload endpoint.

3.12. NetSuite
• SuiteScript REST — export transaction PDFs on status change to ‘Closed’.
• Sample: AfterSubmit user event script posts to document storage.

3.13. Salesforce
• Feature: Files Connect — map attachments to central archive with workflow trigger.
• Sample: On opportunity close, copy all documents to compliance folder.

3.14. OneDrive Business
• API: Graph API — automate uploads into compliance-specific directories.
• Sample: Scheduled job runs after batch import from accounting platform.

3.15. AWS S3
• API: PutObject — upload PDFs, setup S3 Lifecycles for retention.
• Sample: Endpoint called via workflow engine per document event.

3.16. Azure Blob Storage
• Feature: Block Blob API — upload and tag financial files for audit trail.
• Sample: Archive attachments from compliance emails with custom metadata.

3.17. GCP Cloud Storage
• API: JSON API — store & organize with policies for 7-year document retention.
• Sample: Use signedURL upload during nightly archive routines.

3.18. M-Files
• Function: Automatic Classifier — assign financial documents, kick off archival flow.
• Sample: On scan, trigger 'Document Classification' and send to Records Archive.

3.19. Alfresco
• API: Repository API — auto-create folders by vendor/year, push approved documents.
• Sample: Endpoint call on document status ‘Approved’.

3.20. OpenText
• Feature: Content Server REST API — ingest and categorize financial docs.
• Sample: Routine ingestion job tied to ERP events.

3.21. Smartsheet
• API: Attachments — upload financial docs into sheets for audit reference.
• Sample: Trigger auto-attachment on row update for new transaction.

3.22. Email (Microsoft 365, Google Workspace)
• Function: IMAP/Graph API — scan for attachments, auto-forward to archival workflow.
• Sample: Rule on subject ‘Invoice’ sends attachment for archival processing.

Benefits

4.1. Guarantees adherence to industry compliance and regulatory requirements.
4.2. Seamless integration into existing financial operations by leveraging native APIs.
4.3. Provides real-time backup, searchability, and disaster recovery for financial records.
4.4. Minimizes errors and manual overhead via automation, ensuring data integrity.
4.5. Enables proactive compliance reporting, audits, and risk mitigation for HVAC wholesalers.