Automated archiving of paid invoices and receipts

Purpose

 1.1. Ensure all paid invoices and receipts are automatically captured, archived, and indexed for future access, audits, and compliance.
 1.2. Eliminate manual handling, reduce risk of financial documentation loss, accelerate retrieval for engineering project management and finance reconciliations.
 1.3. Enable standardized, secure, and scalable financial recordkeeping tailored for aeronautical engineering consultancy and project delivery.

Trigger Conditions

 2.1. New invoice/receipt marked as "Paid" in ERP or accounting system.
 2.2. Confirmation email/notification of payment received from client or bank.
 2.3. Manual tagging or status update by accounts team in finance software.
 2.4. Entry logged as “Paid” in project management suite’s budget tracker.

Platform Variants

 3.1. SAP ERP
  • Feature/Setting: Configure “Document Output” API to trigger archive workflow when status=‘PAID’.
 3.2. Microsoft Dynamics 365
  • Feature/Setting: Use “When a record is updated” trigger in Power Automate on Invoice entity where Status=’Paid’.
 3.3. QuickBooks Online
  • Feature/Setting: Webhooks—realtime trigger on payment received, then export and archive using Attachments API.
 3.4. Xero
  • Feature/Setting: Use “Get Invoices” endpoint filtered by status=‘PAID’, triggered on payment event.
 3.5. FreshBooks
  • Feature/Setting: Auto-fetch “paid_invoice” Webhook to archive document to cloud destination.
 3.6. Zoho Books
  • Feature/Setting: Use “Invoices Paid” trigger with Zoho Flow and archive via Zoho WorkDrive API.
 3.7. Oracle NetSuite
  • Feature/Setting: Schedule SuiteScript job on invoice payment to export PDF and push to DMS.
 3.8. Google Drive
  • Feature/Setting: Utilize Drive API “Create File” using paid invoice metadata.
 3.9. Dropbox
  • Feature/Setting: Use Dropbox API “Upload” on paid receipt event, categorize by client/project.
 3.10. Box
  • Feature/Setting: “UploadFile” API and auto-tag with invoice number & project code.
 3.11. SharePoint
  • Feature/Setting: Flow trigger “When a file is created” in finance folder, set retention with tags.
 3.12. OneDrive
  • Feature/Setting: “Create File” endpoint, leverage Graph API to sync and version files on payment mark.
 3.13. Smartsheet
  • Feature/Setting: Sheet update webhook triggers attachment archiving via Smartsheet API.
 3.14. Slack
  • Feature/Setting: Slash command or bot to post paid invoice to a designated private financial channel.
 3.15. Salesforce
  • Feature/Setting: Process Builder flow on “Paid” field update, attach and move document via Files API.
 3.16. HubSpot
  • Feature/Setting: Use Workflows to move paid deal attachments to file repository.
 3.17. Trello
  • Feature/Setting: Power-Up for file copy/archive when “Paid” label is assigned.
 3.18. Monday.com
  • Feature/Setting: “When status changes to Paid, upload file” automation plus Files column.
 3.19. Notion
  • Feature/Setting: Use integration API to archive invoice page to database upon payment check.
 3.20. Clio Manage
  • Feature/Setting: Trigger workflow on bill paid event, use API to export and archive to secure storage.

Benefits

 4.1. Minimizes manual effort/cost in archiving.
 4.2. Maintains comprehensive, audit-ready documentation.
 4.3. Speeds up retrieval for audits, tax, and compliance.
 4.4. Reduces human error and risk of data loss or misplacement.
 4.5. Enhances transparency in project finances and client billing for aeronautical engineering firms.