Supplier invoice receipt and upload to accounting

Purpose

 1.1. Automate the process of receiving supplier invoices as emails, scans, or uploads and automatedly uploading these documents into the accounting system for immediate record-keeping, reconciliation, and compliance.
 1.2. Automating data extraction from invoices, cross-checking supplier records, flagging duplicates or errors, and routing documents for management approval.
 1.3. Ensure traceability, rapid invoice processing, and reduced manual intervention in Spanish Grill supply chain operations.

Trigger Conditions

 2.1. Automated receipt of a supplier invoice via email attachment, web portal upload, or direct EDI/API feed.
 2.2. Automated detection of new invoice files in designated cloud folders (e.g., PDF, image, or XML formats).
 2.3. Manual uploads in the supplier portal triggering automation flows for receipt and accounting integration.

Platform Variants

 3.1. Microsoft Power Automate
  • Feature/Setting: "When a new email arrives (V3)" trigger; "Create file" action for uploading to SharePoint or OneDrive.

 3.2. Zapier
  • Feature/Setting: "New Attachment in Gmail" trigger; "Upload File" action with Xero/QuickBooks Online.

 3.3. Make (Integromat)
  • Feature/Setting: "Watch Emails" module; "Create Invoice" in FreshBooks or Zoho Books.

 3.4. UiPath
  • Feature/Setting: "Mail Trigger" activity; "HTTP Request" for API upload to accounting platforms.

 3.5. SAP Integration Suite
  • Feature/Setting: "Email Poller Adapter"; "Post Invoice" API against SAP S/4HANA.

 3.6. Coupa
  • Feature/Setting: "Supplier Invoice API" for automated ingestion; "Document Storage" settings.

 3.7. Oracle Integration Cloud
  • Feature/Setting: "Receive Files" integration; "Create Payables Invoices" REST API.

 3.8. QuickBooks Online API
  • Feature/Setting: "Create Bill" endpoint for automated accounting record.

 3.9. Xero API
  • Feature/Setting: "Invoices endpoint" for submitting supplier invoices automatically.

 3.10. NetSuite SuiteTalk
  • Feature/Setting: "add("vendorBill")" operation for automated financial entries.

 3.11. FreshBooks API
  • Feature/Setting: "Create Invoice" endpoint; document upload feature automated.

 3.12. Zoho Books API
  • Feature/Setting: "Bill endpoint" for programmatic invoice entries.

 3.13. Google Workspace (Gmail & Drive)
  • Feature/Setting: Gmail "New Attachment" trigger; Drive "Upload" action into automated folders.

 3.14. Docparser
  • Feature/Setting: Document extraction templates; webhook for automated export to accounting.

 3.15. Hubdoc
  • Feature/Setting: Automated document fetch; export rules to Xero or QBO.

 3.16. Receipt Bank (Dext)
  • Feature/Setting: Automated email fetch; "Export to Accounting Software" automation.

 3.17. Dropbox Business
  • Feature/Setting: "File Upload" trigger; automated sharing or temporary links for accounting integration.

 3.18. Box
  • Feature/Setting: "New File" trigger; automation to move/copy files for processing.

 3.19. AWS Lambda
  • Feature/Setting: "S3 Object Created" trigger; Python scripts for parsing and API submission.

 3.20. Azure Logic Apps
  • Feature/Setting: "When a file is created in a folder" trigger; HTTP action to push data to ERP or accounting endpoints.

 3.21. Salsify
  • Feature/Setting: Automated invoice upload integration; "Push To" function for accounting systems.

 3.22. Salesforce
  • Feature/Setting: "Files" automation; "Apex triggers" for custom integrations to accounting.

Benefits

 4.1. Automates repetitive supplier invoice entry, reducing manual errors and staff workload.
 4.2. Speeds up supply chain accounting—suppliers are paid faster, improving vendor trust.
 4.3. Automatedly flags duplicates or missing data, increasing accuracy and compliance.
 4.4. Enables real-time tracking and reconciliation for Spanish Grill inventory and supply chain.
 4.5. Supports scalable growth by automating labor-intensive invoice handling.
 4.6. Streamlines approval workflows for management via automated notifications and escalations.