Supplier invoice tracking and payment reminders

Purpose

1.1. Automate supplier invoice data capture from email, scans, or uploads to centralize invoice management for art-themed café supply chains.
1.2. Automate invoice status tracking, including payment due dates, status changes, and supplier communication logging.
1.3. Automate the generation and scheduling of payment reminders, both internally (finance team) and externally (suppliers).
1.4. Automate reminders and escalations based on overdue invoices to reduce manual intervention and payment delays.
1.5. Automate report generation for paid, pending, and overdue supplier invoices to aid reconciliations and cashflow analysis.

Trigger Conditions

2.1. Automated receipt of supplier invoice via email, upload, or scans.
2.2. Automated detection of new, modified, or paid invoice entries in digital storage or accounting system.
2.3. Automatedly reached invoice due dates or pre-set payment reminder thresholds.
2.4. Automatedly flagged invoices as overdue or unresolved post-reminder window elapsed.
2.5. Automated scheduled reconciliation batch or finance team workflow run.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Automate "When an email arrives with attachment" for invoice capture; use Approval/Flow to automate reminders.

3.2. Zapier
• Feature/Setting: Automate "Email Parser" for extracting invoices and "Delay Until" for scheduled reminders.

3.3. Integromat (Make)
• Feature/Setting: Automate "Watch Emails" and "Google Sheets Update Row" for invoice status; use "Mail" module for reminders.

3.4. QuickBooks Online API
• Feature/Setting: Automate "List Invoices," "Update Invoice," and "Create Invoice Reminder" endpoints.

3.5. Xero API
• Feature/Setting: Automate "GET Invoices," "PUT Invoices," and "POST Email Invoice Reminder" API calls.

3.6. FreshBooks API
• Feature/Setting: Automate “GET Invoices” and “POST Send Invoice Email Reminder”.

3.7. Gmail API
• Feature/Setting: Automate "watch for inbound attachments" and trigger workflows for invoice entry.

3.8. Outlook Graph API
• Feature/Setting: Automate "Mail.Read" scope to fetch invoices; auto-label and forward invoices.

3.9. Slack
• Feature/Setting: Automate "Scheduled Reminder" and "Incoming Webhooks" for internal notifications.

3.10. Twilio SMS
• Feature/Setting: Automate "Send SMS" API for supplier and finance SMS payment reminders.

3.11. SendGrid
• Feature/Setting: Automate "Send Email" or "Dynamic Transactional Templates" for reminder emails.

3.12. Google Sheets API
• Feature/Setting: Automate "Append Row," "Update Row," and "Read Sheet" for invoice tracking.

3.13. Dropbox API
• Feature/Setting: Automate "file upload" or "watch folder" for embedded invoice capture.

3.14. Docparser
• Feature/Setting: Automate “parse incoming invoices” and “push parsed data to integrated platform”.

3.15. Monday.com
• Feature/Setting: Automate “Item Updates”; use Boards/Automations to send reminders and status changes.

3.16. Airtable
• Feature/Setting: Automate "Record Updated" and "Scheduled Reminder Automation".

3.17. Trello
• Feature/Setting: Automate Power-Ups for "Due Date Reminders" and card labeling for invoice stages.

3.18. Asana
• Feature/Setting: Automate "Task Due Notification" for invoice payment tasks and reminders.

3.19. SalesForce
• Feature/Setting: Automate "Process Builder" to trigger reminder tasks and supplier follow-ups.

3.20. HubSpot
• Feature/Setting: Automate "Workflow" to trigger supplier invoice reminders via Email or SMS.

3.21. Stripe
• Feature/Setting: Automate "Invoice Events" webhook to monitor paid/unpaid statuses and trigger reminders.

3.22. Zoho Books
• Feature/Setting: Automate notification rules for overdue/pending invoices.

3.23. Calendly
• Feature/Setting: Automate event triggers to sync payment due dates with calendar and reminders.

3.24. Google Calendar API
• Feature/Setting: Automate event creation from due dates and automate reminders for finance team.

3.25. Mailgun
• Feature/Setting: Automate batch or triggered email reminders for overdue invoices.

Benefits

4.1. Automates invoice capture, reducing data entry errors and freeing staff for high-value tasks.
4.2. Ensures consistent and automatedly scheduled payment reminders, improving supplier relationships.
4.3. Reduces manual follow-ups by automating overdue alerting, improving accounts payable efficiency.
4.4. Provides real-time, automated invoice tracking and reporting for management oversight.
4.5. Automates escalations for unresolved invoices, minimizing risk of supply disruptions.
4.6. Increases automation across finance workflows, driving scale and accuracy in retail art cafés.