Automated invoice matching and payment reminders

Purpose

  1.1. Automate the invoice matching process by cross-checking received supplier invoices with purchase orders and goods received records, instantly identifying discrepancies.
  1.2. Automate payment reminder workflows to notify suppliers before payment due dates, reducing the risk of late charges and improving supplier relations.
  1.3. Integrate automated approval routing for discrepancies, ensuring responsible stakeholders are promptly informed and can take corrective action.
  1.4. Enable automated document archiving and traceability for audit compliance within Arabic cuisine restaurant inventory operations.

Trigger Conditions

  2.1. New invoice received via email, scanned upload, or EDI.
  2.2. Associated purchase order marked as received in the system.
  2.3. Upcoming supplier payment due date detected in the ERP.
  2.4. Discrepancy detected between invoice, PO, or received quantity.
  2.5. Status update in supplier or inventory management system.

Platform Variants

  3.1. Xero
    • Invoice API: Automate fetching new invoices and payment schedules.
  3.2. QuickBooks Online
    • Webhooks/API for automated invoice retrieval and payment status sync.
  3.3. SAP Business One
    • DI API for automating PO/invoice reconciliation and reminders.
  3.4. Oracle NetSuite
    • SuiteTalk API: Automate invoice-to-order matching and schedule reminder send-outs.
  3.5. Zoho Books
    • Invoice Matching Automation: Use workflow rules for automated checks.
  3.6. FreshBooks
    • REST API to pull invoices, trigger reminders, automate reconciliation.
  3.7. Microsoft Dynamics 365
    • Power Automate integration: set up inbox scanning and automated matching flows.
  3.8. Sage Intacct
    • API: Automator for automated invoice management and payment reminders.
  3.9. Odoo
    • Automated Invoicing App: configure triggers for PO/invoice logic.
  3.10. SAP Ariba
    • Invoice Reconciliation API: automate three-way match and notify.
  3.11. Bill.com
    • Sync automated invoice flows and payment reminders with supplier records.
  3.12. Twilio SMS
    • Programmable Messaging API: auto-send payment reminders to suppliers.
  3.13. SendGrid
    • Email API for automated email reminders and escalation workflows.
  3.14. Google Sheets
    • Apps Script triggers for automated invoice tracking and alerting.
  3.15. Slack
    • Bot Events API: automate discrepancy alerts to finance/management.
  3.16. Microsoft Teams
    • Flow connector: automate team notifications on invoice issues.
  3.17. Jira Service Management
    • Automated ticket creation for mismatch events in invoice matching.
  3.18. DocuSign
    • Envelope API for automating approval requests if discrepancies detected.
  3.19. Dropbox
    • API to automate invoice archiving and tagging for traceability.
  3.20. HubSpot
    • Workflow Automation: trigger supplier comms after invoice match.

Benefits

  4.1. Automates tedious manual matching and notification tasks, saving accounts teams hours weekly.
  4.2. Reduces missed or late payments by automating supplier reminders.
  4.3. Automates discrepancy escalation, minimizing human error.
  4.4. Improves supplier trust via reliable, automated communications.
  4.5. Provides an electronic audit trail via automation of document management.
  4.6. Scales automatedly as inventory and supplier base grows without extra headcount.