Procurement and Supplier Coordination AutomationsPurpose
1.2. Enables streamlined procurement, faster reconciliation, more automated inventory updates, and real-time data sync for chemical wholesalers.
1.3. Supports audit compliance by automatedly attaching original invoice files to transaction records in ERP systems.
1.4. This automation ensures all invoice documents are processed, stored, and matched to purchase orders, enabling efficient supplier coordination and reduced invoice-processing time.
Trigger Conditions
2.2. Email subject or body contains keywords like "invoice," "bill," or specific vendor identifiers.
2.3. Pre-configured email inbox receives new message matching filtering rules.
2.4. Arrival of new file in a connected cloud storage folder linked to supplier communications.
Platform Variants
3.1. Microsoft Outlook
• Feature/Setting: Use Graph API "List messages" and "Get attachment" functions; configure rule for supplier domain and invoice keyword.
3.2. Gmail (Google Workspace)
• Feature/Setting: Configure Gmail API "watch" function on inbox, using filters for invoices, then "getAttachments" for invoice files.
3.3. Xero
• Feature/Setting: Use Accounting API's "Create Invoices" endpoint; automate data extraction, and upload invoice as document.
3.4. QuickBooks Online
• Feature/Setting: Automate "Create Invoice" API call; attach document using "Upload" API endpoint.
3.5. SAP Business One
• Feature/Setting: Automate DI API "DocumentsService_Add" for invoices and "Attachments2" collection for file upload.
3.6. Oracle NetSuite
• Feature/Setting: Automate SuiteTalk Web Services to invoke "add" for vendor bill and "attach" function for PDF.
3.7. FreshBooks
• Feature/Setting: REST API "Create Invoice" and "Upload Attachment" endpoints.
3.8. Sage Intacct
• Feature/Setting: Use "create_invoice" and "create_attachment" XML requests for automated imports.
3.9. Zoho Books
• Feature/Setting: Automate "vendorinvoices" API POST and "uploadattachment" API endpoints.
3.10. Dropbox
• Feature/Setting: "files/list_folder" for new file detection and webhook for automation triggering.
3.11. Google Drive
• Feature/Setting: Use "Files: list" API with search for new invoices and extract content via "Files: get" method.
3.12. Egnyte
• Feature/Setting: Webhook + REST API for real-time upload detection and automated file retrieval.
3.13. OneDrive
• Feature/Setting: "delta" API for monitoring invoice folder, auto-parse with Microsoft Graph.
3.14. PDF.co
• Feature/Setting: Use "PDF to JSON" for automated invoice data extraction and workflow integration.
3.15. Rossum
• Feature/Setting: API "POST /documents" for invoice recognition and "GET /export" for structured data.
3.16. Mailparser
• Feature/Setting: "Create Inbox" to parse supplier email attachments automatically via webhook integration.
3.17. HubSpot
• Feature/Setting: Automate fetch of supplier info updates via "Email API" and store invoice data with "CRM API".
3.18. Monday.com
• Feature/Setting: Integrate "Files" column for invoice upload, automate data entry via "add_file_to_column" mutation.
3.19. Slack
• Feature/Setting: Configure "Incoming Webhooks" to alert procurement team when invoice import automation runs.
3.20. Power Automate
• Feature/Setting: Template flow “When a new email arrives” + “Extract PDF” + “Create record in Accountancy”.
3.21. Zapier
• Feature/Setting: Setup “New attachment in Email” as trigger, auto-create invoice in chosen accounting app via pre-built integration.
3.22. Integromat (Make)
• Feature/Setting: Automate multi-step parsing, file download, data extraction, and upload to ERP/accounting system.
Benefits
4.2. Automation reduces processing time for supplier invoices by up to 90%.
4.3. Ensures every invoice is archived and matched with purchase orders, automating audit trails.
4.4. Decreases approval and reconciliation bottlenecks with real-time invoice processing.
4.5. Automating the workflow increases scalability for growing chemical wholesalers.
4.6. Frees staff to focus on strategic procurement rather than repetitive invoice entry.