Invoice matching and approval automation

Purpose

1.1. Automate and streamline the process of matching supplier invoices to purchase orders and delivery notes, identifying discrepancies, routing for approval, and updating procurement and accounting systems for ammunition supply chains.
1.2. Reduce manual intervention, prevent fraud and overpayments, enforce compliance, accelerate payment cycles, and maintain audit trails.
1.3. Ensure compliance with stringent defense industry regulations for traceability, contract adherence, and supplier management.

Trigger Conditions

2.1. New invoice document received via email, EDI, or portal upload.
2.2. Purchase order approval or status update in ERP.
2.3. Receipt of delivery note or goods received entry in warehouse management system.
2.4. Scheduled daily or hourly polling for new documents or transactions.

Platform Variants

3.1. SAP S/4HANA
• Feature/Setting: Configure IDoc/API for "InvoiceDocument.Post" to trigger workflow on invoice receipt.
3.2. Oracle Fusion Cloud
• Feature/Setting: Use "Payables Invoice REST API" to fetch and validate new invoices.
3.3. Microsoft Dynamics 365 Finance
• Feature/Setting: Enable "Vendor Invoice Automation" and connect "VendorInvoiceBusinessEvents" triggers.
3.4. Coupa
• Feature/Setting: Implement "Invoices API" and "Approvals API" to match and route invoices to buyers.
3.5. NetSuite
• Feature/Setting: Utilize "Vendor Bill" SuiteScript and "Workflow" triggers for automated matching.
3.6. Workday
• Feature/Setting: Connect "Business Process - Supplier Invoice Event" for auto-routing.
3.7. Xero
• Feature/Setting: Use "Invoices Endpoint" and webhook notifications for approval workflows.
3.8. QuickBooks Online
• Feature/Setting: Configure "Invoice" API Webhooks and auto-match using "PurchaseOrder" links.
3.9. Basware
• Feature/Setting: Integrate "Invoice Automation API" for 3-way matching automation.
3.10. Tipalti
• Feature/Setting: Set up "Invoice Management API" with rules for match and approval.
3.11. Tradeshift
• Feature/Setting: Use "Document Matching APIs" and approval flows integration.
3.12. Ariba
• Feature/Setting: "Invoice Reconciliation API" to trigger workflows on receipt.
3.13. Esker
• Feature/Setting: Apply "Accounts Payable Automation API" for digital invoice processing.
3.14. Yooz
• Feature/Setting: Connect via "Invoice Automation API" and configure matching rules.
3.15. DocuWare
• Feature/Setting: Use "Intelligent Indexing" and "REST API" for incoming invoice events.
3.16. Kofax
• Feature/Setting: Trigger automation using "AP Essentials API" invoice upload event.
3.17. Abbyy FlexiCapture
• Feature/Setting: Automate data extraction and initiate "Approval REST API" on successful match.
3.18. Infor CloudSuite
• Feature/Setting: Use "Invoice Automation for AP" and related business object triggers.
3.19. SAP Concur
• Feature/Setting: Connect with "Invoice Capture and Approval API" to automate 3-way match.
3.20. FreshBooks
• Feature/Setting: Set up "Webhook" on invoice receipt and approval, match via "Bills API".

Benefits

4.1. Eliminates manual matching errors and speeds up invoice processing.
4.2. Increases compliance and auditability for defense procurement.
4.3. Reduces risk of overpayment, duplicate payment, and fraud.
4.4. Delivers real-time visibility into spend and supplier performance.
4.5. Frees procurement and finance teams to focus on higher-value tasks.