Supplier invoice and payment workflow automation

Purpose

1.1. Automate the end-to-end process of receiving, validating, approving, and paying supplier invoices for appliance parts, integrating data with inventory levels, purchase orders, and real-time supplier communications.
1.2. Eliminate manual data entry, reduce invoice approval bottlenecks, ensure payment accuracy, and update inventory instantly upon invoice settlement.
1.3. Synchronize supplier management, accounting, inventory tracking, procurement, and compliance tasks across all channels in the home appliance spare parts sector.

Trigger Conditions

2.1. New digital supplier invoice received via email, EDI, or portal upload.
2.2. Inventory below reorder point triggers purchase order creation and expected invoice matching.
2.3. Invoice status updated (approved, rejected, on hold) in ERP or accounting platform.
2.4. Payment scheduled or completed in financial system.
2.5. Discrepancy between supplier invoice and purchase order or goods receipt.

Platform Variants

3.1. Gmail API
• Feature/Setting: Watch for new supplier invoice emails with attachments; configure using Gmail API's "Users.messages.list" with label and query filter for invoices.

3.2. Microsoft Outlook Graph API
• Feature/Setting: Event trigger on arriving invoices; use "listMessages" endpoint with subject filtering for vendors.

3.3. Docparser
• Feature/Setting: Parse invoice PDF/attachments; configure template zones for extracting supplier, amounts, dates.

3.4. Xero
• Feature/Setting: Push parsed invoice data to "Invoices API — POST /invoices"; set status to "Awaiting Approval."

3.5. QuickBooks Online
• Feature/Setting: Create invoice or bill via "Create Bill API"; configure supplier, line items, due date fields.

3.6. SAP Business One Service Layer
• Feature/Setting: Automate "VendorInvoiceService_Add"; map document lines to purchase order reference.

3.7. Microsoft Dynamics 365 Finance
• Feature/Setting: Use "vendorInvoices" endpoint for automated creation and approval flow.

3.8. Slack
• Feature/Setting: Send notification via webhook to #accounts-payable; payload includes invoice summary and approval links.

3.9. Microsoft Teams
• Feature/Setting: Trigger adaptive card to AP team with approve/reject buttons using Graph Webhook.

3.10. Twilio SMS
• Feature/Setting: Notify supplier or internal team of payment status via programmable SMS; set message templates and recipient dynamically.

3.11. AWS Textract
• Feature/Setting: OCR on scanned invoices; extract fields using "AnalyzeDocument" for invoice schema.

3.12. SharePoint
• Feature/Setting: Store invoices in document library; set workflow to move to "Approved" folder after payment update via REST API.

3.13. Google Drive API
• Feature/Setting: Save parsed invoice attachments in supplier-specific folder, auto-label by due date.

3.14. DocuSign
• Feature/Setting: Send invoice or payment authorization forms for e-signature via "Envelopes:create."

3.15. Trello
• Feature/Setting: Create card for each invoice; set custom fields for status, due date, and link to payment record.

3.16. Monday.com
• Feature/Setting: Add invoice items to automation board; status column updates as workflow progresses.

3.17. Zoho Books
• Feature/Setting: Use "vendorbills" endpoint; map from parsed invoice data to bill and set to automated workflow.

3.18. Oracle NetSuite
• Feature/Setting: Trigger "Vendor Bill" creation and approval using SuiteTalk SOAP/REST, referencing PO and receipts.

3.19. FreshBooks
• Feature/Setting: Push invoice data via "Create Vendor Bill" API; auto-match with purchase order entries.

3.20. Stripe
• Feature/Setting: Pay supplier invoice using "Payouts API"; record transaction reference back on payment confirmation.

3.21. PayPal
• Feature/Setting: Automate supplier payments via "Payouts/send" endpoint; use invoice ID in transaction note.

3.22. Google Sheets API
• Feature/Setting: Update invoice/payment tracking log for audit trail; match lines via "spreadsheets.values.update."

3.23. Jira Service Management
• Feature/Setting: Create ticket for exceptions/discrepancies flagged in workflow; assign to AP for resolution.

Benefits

4.1. Reduce manual errors and payment delays in supplier invoice lifecycle.
4.2. Achieve instant updates through all systems — inventory, accounting, comms, approval, and audit.
4.3. Real-time alerts and escalation for mismatches or overdue payments.
4.4. Accelerated supplier relationship and compliance with audit requirements.
4.5. Enhanced visibility for finance and operations teams across all spare parts procurement activity.