Supplier invoice tracking and reminders

Purpose

1.1. Automate digital tracking of supplier invoices for Anhui cuisine restaurants, ensuring real-time logging, due-date identification, and expedited payment processing to prevent supply chain disruptions.
1.2. Automatically send reminders to designated staff and suppliers for pending or overdue invoices, integrating with accounting, SMS, email, and chat apps for complete visibility across teams.
1.3. Log all communications, escalations, and completion statuses to central inventory or finance systems for audit and reporting purposes.

Trigger Conditions

2.1. New supplier invoice received via email, uploaded to a cloud folder, or entered in POS or ERP system.
2.2. Supplier invoice marked as “pending” or due date approaching within set number of days.
2.3. Invoice status unchanged past due date.
2.4. Payment completion or manual status update.

Platform Variants

3.1. Microsoft Outlook
• Feature/Setting: Configure “Rules” to forward invoices to automation flow via email integration or Graph API.
3.2. Gmail
• Feature/Setting: Use “Gmail API” or Filters to direct supplier invoice emails into the automation system.
3.3. Google Drive
• Feature/Setting: Enable “New File” trigger via Drive API for PDFs in ‘Invoices’ folder to start tracking.
3.4. Dropbox
• Feature/Setting: Monitor specified folder with “files/list_folder” API to detect and fetch new invoice files.
3.5. QuickBooks Online
• Feature/Setting: Use “Invoices API – Read” to fetch new/pending supplier invoices and track status.
3.6. Xero
• Feature/Setting: Connect “GET Invoices” endpoint to monitor draft/billable supplier invoices.
3.7. SAP Business One
• Feature/Setting: Use “Service Layer” API for invoice queries and status changes.
3.8. Oracle NetSuite
• Feature/Setting: “REST API - Record GET/PUT” for tracking supplier invoices, updating statuses.
3.9. Slack
• Feature/Setting: Configure incoming “Webhooks” for invoice reminders to finance/inventory channels.
3.10. Microsoft Teams
• Feature/Setting: Use “Incoming Webhook” to deliver reminders; “Graph API” for message follow-ups.
3.11. Twilio SMS
• Feature/Setting: “Programmable SMS” API to send invoice due/late reminders to staff or suppliers.
3.12. SendGrid
• Feature/Setting: “Mail Send” API to dispatch automated email reminders on invoice deadlines.
3.13. Zoho Books
• Feature/Setting: Connect “Supplier Invoices API” to watch/pull new invoices and send actions.
3.14. FreshBooks
• Feature/Setting: “Invoices Endpoint” for polling, marking reminders, and updating invoice timelines.
3.15. Monday.com
• Feature/Setting: Board creation with “item create/item update” API to log, track, and comment on invoice statuses.
3.16. Trello
• Feature/Setting: “Add Card” API for visual task tracking of supplier invoices; use “due dates” for reminders.
3.17. Notion
• Feature/Setting: Database integration using “Patch” and “Query” to manage invoice tables, update status, and trigger reminders.
3.18. Asana
• Feature/Setting: “Task API” to create, assign, and set invoice-deadline tasks to team members.
3.19. Airtable
• Feature/Setting: “Records API” for reading/writing invoice data, updating status, and setting reminder flags.
3.20. Salesforce
• Feature/Setting: “REST API” – Monitor “Supplier Invoice” objects, update statuses, trigger notifications.
3.21. Stripe
• Feature/Setting: “Invoice API” for digital invoice management, due-date tracking, and reminders.
3.22. Zapier
• Feature/Setting: Create multi-service Zaps to coordinate between POS, accounting, chat/email, and notification triggers.

Benefits

4.1. Prevents late payments and supplier disruptions by systematic, reliable reminders and visibility.
4.2. Reduces manual invoice tracking and follow-up workload for staff.
4.3. Enables instant audit trails and compliance for restaurant financial operations.
4.4. Accelerates procurement cycles by ensuring suppliers receive timely payments and updates.
4.5. Centralizes communications and actions related to supplier settlements for streamlined workflow integration.