Invoice matching and approval automation

Purpose

1. Automate the process of invoice matching and approval to minimize manual effort, errors, and payment delays.

2. Automator matches invoices with purchase orders and delivery receipts for door manufacturing procurement.

3. Automatedly route invoices for appropriate approval, reducing financial, compliance, and supplier risk.

4. Automating escalation of exceptions or discrepancies to appropriate team members.

5. Automator ensures all necessary data is captured, logged, and visible to procurement and finance teams.

Trigger Conditions

1. Automated receipt of new invoice via email, SFTP, or API into central system.

2. Purchase order marked as received in ERP.

3. Supplier portal submission triggers invoice entry automator.

4. Scheduled retrieval of invoices from cloud storage or inbox.

5. Manual push via procurement team for urgent cases requiring automated handling.

Platform Variants

1. Microsoft Power Automate

• Feature/Setting: "When a new email arrives" and "AI Builder – Form processing". Automates extraction and cross-checking of invoice data from Outlook or SharePoint.
  

2. SAP Integration Suite

• Feature/Setting: "Process Integration (PI) – Automated Invoice Matching API". Configure to connect ERP and supplier records for automated 3-way matching.
  

3. Oracle Fusion Cloud ERP

• Feature/Setting: "Payables Invoice APIs" with automated workflow rules for matching and approval routing.
  

4. QuickBooks Online

• Feature/Setting: "Invoice API" and "Purchase Order API". Automator compares invoice and PO data via scheduled triggers.
  

5. Xero

• Feature/Setting: "Invoices Endpoint" and "Purchase Orders Endpoint". Automatedly checks for matching records and approval status.
  

6. DocuWare

• Feature/Setting: "Intelligent Indexing & Workflow Automation". Automates capture and approval routing for procurement invoices.
  

7. Coupa

• Feature/Setting: "Invoice API", Automated Approval Chains configurator for matching POs and invoices.
  

8. Basware

• Feature/Setting: "Automated Invoice Processing" module and Open API for integration with door manufacturer ERP.
  

9. Tipalti

• Feature/Setting: Automated payable workflow configuration – match supplier invoices, POs, and receipts via built-in automator.
  

10. Zoho Books

• Feature/Setting: "Automated Workflows" for invoice-PO matching plus "APIs" for invoice ingest and approval trigger.
  

11. NetSuite

• Feature/Setting: "SuiteFlow" for automating approval workflow and matching logic with Invoices and POs.
  

12. FreshBooks

• Feature/Setting: "Invoice API" and "Automated Approval Workflows" to trigger finance review and supplier payment automator.
  

13. Kissflow

• Feature/Setting: "Accounts Payable Automation" module, set up automatable matching and routing logic.
  

14. SAP Concur

• Feature/Setting: "Invoice Matching" and "Automated Approval Rules" for procurement-focused automation.
  

15. SutiAP

• Feature/Setting: "Automated Invoice Matching" rules configuration with escalation workflow automator.
  

16. Yooz

• Feature/Setting: "Smart Data Extraction" and "Matching Engine" settings for automating invoice-to-PO comparison.
  

17. Airbase

• Feature/Setting: "Approval Policies" and "Automated Invoice Matching" to validate POs, receipts, and invoices.
  

18. Bill.com

• Feature/Setting: "Custom Approval Policies" and "APIs" for automating invoice import and workflow.
  

19. Workato

• Feature/Setting: "ERP and Email triggers" + "PO-Invoice Matching Recipes" for cross-system automating.
  

20. Google Workspace (Apps Script)

• Feature/Setting: Script using "Gmail and Sheets APIs" for automated invoice ingest, matching, and approval notification.
  

Benefits

1. Automates error-prone data entry and reconciliation for corporate procurement.

2. Reduced cycle times with automator-driven approvals and exceptions handling.

3. Automatically enforces compliance with procurement policies.

4. Enhances supplier relationships by automating accurate and on-time payment approvals.

5. Offers full automation audit trail for visibility and risk reduction.

6. Scalable and automated solution for growing invoice volumes.