Automation of supplier invoice processing

Purpose

1.1. Automate end-to-end supplier invoice intake, validation, extraction, approval, and posting to enhance efficiency and accuracy.
1.2. Centralize processing of PDF, email, EDI, and CSV invoices from suppliers across procurement and inventory workflows.
1.3. Cross-verify invoice data with Purchase Orders (POs) and GRNs for compliance and duplicate checks.
1.4. Generate real-time alerts and enable approval workflows based on invoice values and policy rules.
1.5. Sync validated invoices to ERP or accounting system and trigger payments, while archiving data for auditing.

Trigger Conditions

2.1. New supplier invoice sent to specific email address or shared file folder.
2.2. New entry in supplier portal, FTP, or EDI feed.
2.3. API webhook call from supplier’s system.
2.4. Recurring time-based polling of procurement inbox or directory.
2.5. Manual upload by procurement team through dashboard.

Platform Variants

3.1. Gmail API
• Feature/Setting: Watch for new attachments in accounts payable inbox; configure `Users.messages.list` and `Users.messages.attachments.get`.
3.2. Microsoft Graph API (Outlook)
• Feature/Setting: Monitor shared mailbox for new supplier invoice PDFs; use `/messages` filter and `/attachments`.
3.3. Dropbox
• Feature/Setting: Monitor folder for new file uploads; enable webhooks via /files/list_folder/continue.
3.4. Box
• Feature/Setting: Set up folder event triggers for new files with `Event Trigger: FILE.UPLOADED`.
3.5. SAP Ariba (Procurement)
• Feature/Setting: Listen for new invoices via `InvoiceAPI.getInvoices`, configure webhook callbacks.
3.6. QuickBooks Online API
• Feature/Setting: Create and update vendor bills via `POST /v3/company/{companyId}/bill`.
3.7. Xero Accounting API
• Feature/Setting: Push new supplier invoice with `POST /invoices`.
3.8. AWS Textract
• Feature/Setting: OCR invoice attachments using `AnalyzeDocument` API for data extraction.
3.9. Google Cloud Vision
• Feature/Setting: Extract key values using `/v1/images:annotate` endpoint (DOCUMENT_TEXT_DETECTION).
3.10. UiPath
• Feature/Setting: Build RPA workflow to read from emails, extract PDF data fields using Document Understanding.
3.11. AirSlate
• Feature/Setting: Automate document routing using `SlateBots` with conditional logic for vendor, PO match.
3.12. Zapier
• Feature/Setting: Multi-step workflow to parse email, extract attachments, and validate via Formatter and filter actions.
3.13. Adobe Acrobat Services API
• Feature/Setting: Extract table data from PDFs using `Extract API`.
3.14. Klippa OCR
• Feature/Setting: Automation trigger to extract invoice data via API and push to ERP.
3.15. Microsoft Power Automate
• Feature/Setting: Use “When a new email arrives” in Outlook → AI Builder form processing → Approvals.
3.16. DocParser
• Feature/Setting: Parse attachments from email; set up document parsing rules via API.
3.17. DocuWare
• Feature/Setting: Workflow triggers on document ingest, with 2-way ERP integration for invoice posting.
3.18. Oracle Fusion Cloud Procurement
• Feature/Setting: Event-based integration for incoming invoices; use SOAP/REST Invoice Service API.
3.19. IBM FileNet
• Feature/Setting: Set up entry triggers to scan, index, and validate supplier invoices as business objects.
3.20. SFTP (with Bash/Node.js script)
• Feature/Setting: Monitor SFTP location with cron or node-sftp; trigger downstream validation scripts.

Benefits

4.1. Reduces manual entry, errors, and confirmation delays in aluminum welder procurement.
4.2. Ensures policy compliance with auto-matching PO, GRN, and invoice values.
4.3. Shortens vendor payment cycles and secures early payment discounts.
4.4. Structurally archives all supplier invoices for audit, improving procurement transparency.
4.5. Frees up procurement staff for value-added vendor management in the metalwork sector.