Invoice processing from suppliers with approval steps

Purpose

1.1. Automate end-to-end invoice intake, validation, routing for approval, matching with purchase orders, compliance checks, posting to ERP, archiving, and notification across distributed teams in aviation procurement and supply chain.
1.2. Streamline vendor invoice handling from multiple sources (email, portal, EDI), reduce manual touchpoints, accelerate approvals, enforce policy control, and ensure timely payment while minimizing errors and fraud.

Trigger Conditions

2.1. New invoice file received by email, SFTP, API, or EDI channel.
2.2. New line item recorded in supplier portal.
2.3. Manual upload of document or invoice scan in workflow platform.
2.4. Scheduled batch sync from supplier database.
2.5. Status change on tracked purchase order or contract line item.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: “When a new email arrives (Exchange)” + “Extract PDF invoice data” + “Start approval flow.”
3.2. SAP Integration Suite
• Feature/Setting: “Receive IDoc/EDI” trigger → “SAP Workflow Approval API.”
3.3. Coupa
• Feature/Setting: “Invoices API” for inbound invoice creation, “Approvals API” to trigger routing.
3.4. ServiceNow
• Feature/Setting: “Inbound REST API” for invoice, “Flow Designer Approval” for approvals.
3.5. Salesforce Platform
• Feature/Setting: “Email-to-Case” + “Apex Approval Process” builder for invoice objects.
3.6. Oracle Integration Cloud
• Feature/Setting: “Monitor File/Email Arrival” + “Invoke ERP Approval REST API.”
3.7. DocuWare
• Feature/Setting: “Intelligent Indexing” for invoice capture and “Workflow Directives” for approval.
3.8. UiPath
• Feature/Setting: “Document Understanding” for invoice extraction, “Orchestrator Approval Workflows.”
3.9. ABBYY FlexiCapture
• Feature/Setting: “Import Profiles” for invoice files, “Export to ERP” on workflow completion.
3.10. Xero
• Feature/Setting: “Invoices POST API” for entry, “Users – Create Approval Request” for routing.
3.11. QuickBooks Online
• Feature/Setting: “Receive via API” new bill, “Custom Workflow” for approvals rule.
3.12. Slack
• Feature/Setting: “Incoming Webhook” posts invoice, “Approval Buttons” for reviewer interaction.
3.13. Gmail
• Feature/Setting: “Label filter – Invoice” triggers push, “Apps Script” approval sheet generation.
3.14. Zoho Books
• Feature/Setting: “API Invoice Create” endpoint, “Workflow for Approval” configuration.
3.15. IBM Cloud Pak for Business Automation
• Feature/Setting: “Content Intake Service” for capture, “Business Automation Workflow” for approval.
3.16. Google Drive
• Feature/Setting: “New File” trigger, “Apps Script Approval” logic with Google Forms for feedback.
3.17. SAP Ariba
• Feature/Setting: “Invoices Import Web Services,” “Approval Flow Configuration.”
3.18. Monday.com
• Feature/Setting: “Files Column Automations,” “Custom Status for Approval.”
3.19. Oracle NetSuite
• Feature/Setting: “REST API: Create Vendor Bill,” “SuiteFlow: Bill Approval.”
3.20. Dropbox
• Feature/Setting: “Folder Monitor” for new file, “Zap to Approval Tool” integration.
3.21. HubSpot
• Feature/Setting: “Custom Object—Invoice,” “Workflow to Notify and Capture Approval.”
3.22. Jira
• Feature/Setting: “Issue Created Trigger,” “Custom Status/Approval Transition.”
3.23. Box
• Feature/Setting: “Upload Event Trigger,” “Automated Workflow to Approval App.”
3.24. AWS Lambda
• Feature/Setting: “S3 Bucket Upload Trigger,” “Invoke custom approval workflow function.”

Benefits

4.1. Reduces approval times, expedites payment cycles, and minimizes invoice processing cost.
4.2. Diminishes manual entry risks and ensures compliance with procurement policies.
4.3. Improves visibility and control with audit logs, notifications, and exception handling.
4.4. Enhances supplier relationships with faster, more predictable payments.
4.5. Supports regulatory/audit compliance for aviation-specific purchasing mandates.