Invoice receipt and processing automation

Purpose

1.1. Automate digital receipt of invoices from suppliers and seamlessly process them into inventory and accounting systems for an African restaurant.
1.2. Eliminate manual data entry, flag errors, standardize records, route for approvals, update supplier balances, and generate inventory reports.
1.3. Enable integration with accounting, POS, inventory management, and supplier communication platforms.

Trigger Conditions

2.1. Supplier sends invoice via email, EDI, PDF, or portal upload.
2.2. New invoice file detected in shared cloud storage.
2.3. Scheduled polling or webhook notification from supplier system.
2.4. Staff uploads scanned invoice to a monitored folder.

Platform Variants

3.1. Gmail
• API: Gmail API watch for new mail; extract attachments with label "Supplier Invoice".
3.2. Microsoft Outlook/365
• API: Graph API - /messages endpoint, filter by subject, process attachments.
3.3. Dropbox
• Feature: File upload webhook; monitor “Supplier Invoices” folder.
3.4. Google Drive
• API: Files: watch; trigger on new PDF in 'Invoices' folder.
3.5. Box
• API: Webhook for file upload event, function: endpoint triggers on new .pdf/.xls.
3.6. Docparser
• Feature: Document Processing Rule; route extracted line items as JSON.
3.7. Rossum
• API: Inboxes endpoint; auto-extract invoice data fields on upload.
3.8. UiPath
• Feature: Document Understanding: Invoice model; set up with supplier invoice sample.
3.9. Xero
• API: POST /Invoices; push parsed invoice into accounts payable.
3.10. QuickBooks Online
• API: Create Bill; ingest invoice data, link to supplier record.
3.11. SAP Concur
• API: Invoice Capture; process and create invoice record using POST /invoices.
3.12. FreshBooks
• API: Create invoice endpoint; pass supplier, date, line items.
3.13. Microsoft Power Automate
• Feature: Automated flow “When email arrives”; extract invoice, parse using AI Builder.
3.14. Zapier
• Feature: New attachment in Gmail; parse with Zapier Parser; create Xero bill.
3.15. Make (formerly Integromat)
• Feature: Scenario watch files, extract PDF text, connect to ERP.
3.16. Oracle NetSuite
• API: Vendor Bill; post parsed invoice using REST API.
3.17. AWS Textract
• API: AnalyzeDocument; parse scanned invoices for item description and amount.
3.18. Google Cloud Vision
• API: TEXT_DETECTION on invoices to extract relevant information.
3.19. Schoox
• API/Integration: Upload invoice as document for compliance tracking.
3.20. SendGrid
• API: Inbound Parse Webhook; auto-forward invoice emails for further processing.
3.21. Twilio SendGrid Email API
• Feature: Catch supplier emails; parse attachments on delivery events.
3.22. Monday.com
• API: Create Item and Update Item; log invoice in expenses board.
3.23. Asana
• API: Task creation on "New Invoice Received"; attach parsed metadata.
3.24. Slack
• API: Post message to #invoices for review; link to extracted document.

Benefits

4.1. Reduces manual entry, saving time and minimizing errors.
4.2. Enables near real-time inventory and cost updates.
4.3. Automates reconciliation between supplier invoices and received goods.
4.4. Centralizes and standardizes supplier invoice management.
4.5. Accelerates payment approvals and strengthens supplier relationships.
4.6. Provides audit trail and compliance-ready documentation.