Automated supplier invoice processing

Purpose

1.1. Automate the end-to-end supplier invoice processing flow for aeronautical engineering firms to reduce manual data entry, minimize human error, speed up approvals, integrate ERP/accounting systems, enable instant compliance checks, and track invoice status—improving efficiency, auditability, and financial control throughout all billing stages.

Trigger Conditions

2.1. Arrival of an invoice via email, scanner, SFTP, or direct upload.
2.2. Detection of new invoice files in a specified cloud folder.
2.3. API/webhook notification from supplier or procurement system.
2.4. Scheduled batch process check (e.g., hourly).

Platform Variants

3.1. Microsoft Power Automate
• Feature: “When a new email arrives” trigger; Action: “Extract PDF text”; Plugin: AI Builder Form Processing
• Config: Connect shared finance inbox, set subject filter “invoice”, link to SharePoint for storing results

3.2. Zapier
• Feature: Email Parser, Google Drive “New File” trigger, Webhooks by Zapier
• Config: Route incoming PDF or DOC invoices, parse fields, send to Xero via API

3.3. UiPath
• Feature: Document Understanding, Orchestrator queues
• Config: Point to invoice upload folder, apply template, dispatch extracted data to SAP/ERP

3.4. Make (Integromat)
• Feature: Gmail/Outlook “Watch emails” module, HTTP module
• Config: Watch finance mailbox, extract attachments, post to custom ERP endpoint

3.5. AWS Lambda + Textract
• Feature: S3 “Object Created” trigger, Textract API
• Config: New file in S3 starts OCR, parsed data pushed to DynamoDB/Sage

3.6. Google Cloud Functions + Document AI
• Feature: Cloud Storage triggers, Document AI Process API
• Config: Watch “/incoming-invoices”, auto-process new files, push to BigQuery

3.7. Xero Accounting API
• Feature: Invoices endpoint
• Config: Automated POST of extracted invoice fields for direct creation in Xero

3.8. QuickBooks Online API
• Feature: Invoice API
• Config: Pre-fill and submit invoice records programmatically

3.9. Docparser
• Feature: Document rule templates, webhook delivery
• Config: Upload/scanned PDF rules, parsed fields sent to ERP or spreadsheet

3.10. SAP S/4HANA API
• Feature: API_BUSINESS_INVOICE
• Config: Automated submission of validated invoices with supplier cross-verification

3.11. Sage Intacct Web Services
• Feature: create_invoice function
• Config: Push structured invoice data for accounting entry

3.12. Oracle Fusion Cloud
• Feature: Web Services API (InvoiceImport)
• Config: API-based invoice submission, mapped supplier fields

3.13. Airslate
• Feature: Automate “Document Workflow”
• Config: E-invoice template, approval logic, dynamic field extraction

3.14. Kofax TotalAgility
• Feature: Invoice Capture, Data Validation
• Config: Email-to-workqueue capture, auto-validation and ERP sync

3.15. ABBYY FlexiCapture
• Feature: Invoice Extraction
• Config: Train on invoice samples, webhook delivery of JSON payload

3.16. OneDrive/SharePoint Flow
• Feature: FileSync “added file” trigger
• Config: File arrives in finance folder, flow parses and forwards data

3.17. Box Platform
• Feature: Webhooks on upload, integrations
• Config: Custom app listens for invoice uploads, kicks off processing workflow

3.18. BambooHR + Webhooks
• Feature: New Document webhook
• Config: Trigger invoice route to approvals when procurement uploads doc

3.19. DocuSign Connect
• Feature: Envelope Completed webhook
• Config: Capture signed supplier invoices, auto-feed to AP platform

3.20. Trello Power-Ups/Butler
• Feature: New card automation
• Config: Invoice upload creates unique card, triggers status and notification chain

3.21. Monday.com Automations
• Feature: Incoming file column automation
• Config: File submission triggers parsing, vendor validation activity

Benefits

4.1. Reduces manual data entry time and risk of input errors
4.2. Ensures real-time invoice capture and faster approval cycles
4.3. Integrates seamlessly with multiple ERP/accounting systems
4.4. Enables audit trails and compliance checks automatically
4.5. Increases AP department productivity and cost control
4.6. Improved supplier relationship with faster payment and status transparency