Automated invoice receipt, matching, and approval

Purpose

1. Streamlines automated capture of incoming invoices from suppliers, matching them with purchase orders and receipts, and routes for approval, reducing manual workload, errors, and processing time.

2. Ensures compliance in procurement processes, maintains audit trails, accelerates payment cycles, and supports airline-specific accounting requirements and regulatory obligations.

Trigger Conditions

1. New invoice document received via email, SFTP, cloud storage, or supplier portal.

2. ERP or procurement system receives a purchase order/delivery completion update.

3. Scheduled batch processing of unapproved invoices.

4. Manual user submission from workflow dashboard.

Platform Variants

1. SAP S/4HANA

• Function/API: Invoice Management—/API/INVOICE_PROCESS; set workflow for “Incoming Invoice”.
  
• Sample Configuration: Activate automatic 3-way PO matching and approval routing in SAP Fiori apps.
  

2. Oracle Fusion Cloud

• Function: AP Invoices REST API; use endpoint /fscmRestApi/resources/latest/invoices.
  
• Configuration: Enable auto-matching on invoice import and set approval workflow rules.
  

3. Coupa

• Feature: Coupa Invoices API—POST /invoices, auto-match with PO lines, configure pre-approval triggers.
  
• Configuration: Attach e-invoice endpoint, enable extract/approval workflows.
  

4. Workday

• API: Supplier Invoice API—/supplierInvoices; configure “Automated Matching” and approval task flow.
  
• Sample Setting: Enable PO-Receipt-Invoice triage and automatic exception handling.
  

5. Microsoft Dynamics 365

• API: Finance and Operations—Incoming Invoice POST endpoint; “Automate Vendor Invoice Workflow”.
  
• Configuration: Match against PO, send approval request via D365 workflow.
  

6. NetSuite

• API: SuiteTalk SOAP/REST—Invoice record, “Match Bill to Purchase Order”, trigger SuiteFlow approval.
  
• Sample: Auto-trigger SuiteFlow on new bill creation.
  

7. ServiceNow

• API: Invoice Processing—Import via Data Source, match to procurement catalog API /api/now/table/procurement_invoice.
  
• Sample: Configure Flow Designer to escalate for approvals.
  

8. DocuWare

• Feature: Intelligent Indexing; capture invoices directly, auto-match via DocuWare Workflow Manager.
  
• Sample Setting: OCR invoice, set up workflow automation for approvals.
  

9. Kofax

• Feature: Kofax TotalAgility—Invoice Document Capture, use “Invoice Matching” for PO/GRN.
  
• Sample: RPA integration for batch matching and approvals.
  

10. Basware

• API: AP Automation Platform—/api/invoices endpoint for ingestion; enable PO-flip and matching.
  
• Configuration: Auto-route exceptions to finance approver.
  

11. Tipalti

• API: /api/Invoices; auto-AP matching, set approval chains for Control Center.
  
• Sample: Scheduled fetch for new invoices via API trigger.
  

12. Yooz

• Feature: Yooz Invoice Capture—Auto-index and match, enable workflow approval.
  
• Setting: Auto-approval routing by supplier or amount.
  

13. SAP Concur

• API: Invoice Capture—submit invoice via /api/v3.0/invoices, match to travel PO.
  
• Sample: Workflows for airline-specific GL coding.
  

14. QuickBooks Online

• API: Invoice API—/v3/company/{companyId}/invoice, match reference to vendor bill.
  
• Sample: Trigger rule-based email approval.
  

15. Xero

• API: Bills API; POST /api.xro/2.0/Bills, enable PO number matching.
  
• Setting: Create approval step in Xero WorkflowMax if discrepancies found.
  

16. Airbase

• API: /api/invoices, enable auto-match with Airbase purchase orders; trigger Slack approval if outside threshold.
  
• Configuration: Integration with GL/ERP for sync.
  

17. Zoho Books

• API: /invoices, set field mapping for PO number, configure automation rules for approvals.
  
• Sample: Automated follow-up for unmatched invoices.
  

18. Stampli

• Feature: Stamp AI Matching; auto-match invoice to PO/GL, workflow “Auto Route for Review”.
  
• Setting: Email capture integration.
  

19. Esker

• API: Esker On Demand—Receive Invoice Capture, configure auto PO-matching, set approval flow.
  
• Sample: Notify finance team on exception.
  

20. OpenText

• Feature: Vendor Invoice Management for SAP; use “Auto-Match” feature, monitor via Business Center API.
  
• Setting: Workflow template activation for airline cost-centers.
  

21. FreshBooks

• API: /invoices, automate line-item mapping to PO or projects, schedule review/alignment reminder.
  
• Setting: Notification to finance lead if threshold exceeded.
  

22. GEP SMART

• Function: GEP Invoice Automation; configure API for auto-capture and match with SAP/Oracle POs.
  
• Setting: Dynamic workflow for airline purchase types.
  

Benefits

1. Eliminates data entry, dramatically reducing invoice processing time and errors.

2. Enforces policy compliance and auditability in procurement.

3. Accelerates supplier payments, enhancing relationships and loyalty.

4. Detects mismatches and exceptions earlier, preventing financial leakage.

5. Offers increased visibility into cash flow and working capital for corporate airline financial teams.