Purpose
1. Automate the capture, scanning, classification, and digital filing of all supplier-related documents (invoices, POs, delivery dockets, contracts) to create a searchable, audit-ready, and workflow-integrated procurement repository.
2. Ensure automatable compliance, instant access, and error reduction in supplier documentation throughout modular home procurement cycles.
3. Automating document flows for procurement reduces lost paperwork, speeds audits, and automates document sharing between stakeholders securely.
Trigger Conditions
1. Receipt of supplier document via email, scan, or upload to shared drive.
2. Scheduled batch scan from networked multi-function device or designated scanner.
3. API webhook from supplier portals submitting new transaction documents.
4. Manual upload by procurement or site staff through a web portal.
5. Defined keyword detection (e.g., “Invoice”, “PO Number”) automates document recognition.
Platform Variants
1. Microsoft Power Automate
• Function: Use "When a new email arrives (V3)" & "AI Builder Form Processing" to automate document extraction and SharePoint filing.
2. Zapier
• Feature: Setup "New File in Folder" automation to connect Gmail, Dropbox, and Google Drive; configure OCR parser and routing.
3. Make (Integromat)
• Feature: Scenario using "Watch Files" Dropbox module, "Google Vision OCR" module, and "Create Record" Airtable module.
4. UiPath
• Setting: StudioX "Document Understanding" with invoices extractor, SharePoint, and SAP integrations for automating archival.
5. Docparser
• Feature: Document Parser API; extract fields via automated rules and push data to procurement ERP via webhook.
6. Google Drive API
• Function: "Files: insert" to automate uploads and "Drive Activity: list" for automating routing logic based on document type.
7. Hubdoc
• Feature: Auto-fetch supplier statements; automate filing into Xero or QuickBooks folders.
8. Adobe Acrobat Services API
• Setting: "PDF Services API" to automate conversion, OCR, and metadata extraction with output to cloud drive.
9. Box Relay
• Feature: Automate multi-step workflows for document intake, review, and categorised filing using triggers on new uploads.
10. AWS Textract
• Function: Automating OCR and entity extraction for bulk PDFs and routing results to S3 with tagging by document type.
11. Smartsheet
• Feature: "Attachments Automator" with Data Shuttle uploads and automated filing according to supplier or PO.
12. Google Apps Script
• Setting: Automate Gmail or Drive scripts to extract, rename, and route supplier docs to company folders.
13. DocuWare
• Feature: Intelligent Indexing for supplier docs, automates classification and electronic filing.
14. SAP Document Management Service
• Function: API for automating document ingestion and linking to supplier records across SAP modules.
15. Oracle Content Management Cloud
• Setting: REST API upload feature for automated supplier doc storage and workflow triggering.
16. Trello
• Feature: Power-Up to automate dropbox-uploaded files as Trello card attachments routed by supplier.
17. Dropbox Business
• Feature: File Requests automation for supplier uploads, automates saving into structured folders.
18. Evernote
• API: "Create Note with Attachment"; automates document creation per supplier for searchable archiving.
19. Foxit PDF SDK
• Feature: Embedded automation to scan, OCR, and save supplier docs to ERP-attached folders.
20. M-Files
• Feature: Workflow automation for bulk digital filing, metadata tagging, and version management of supplier paperwork.
21. Klippa DocHorizon
• API: OCR & data extraction for invoices; auto-export fields and files to ERP, email, or custom endpoints.
22. Monday.com
• Feature: "File Upload Automator" to assign and tag supplier documents to procurement board items.
Benefits
1. Automates tedious manual data entry, reducing error rates and speeding supplier onboarding.
2. Searchable, indexed, and automatedly classified supplier repository improves audit preparation and compliance.
3. Automation provides secure, role-based access and version control for all filed supplier documents.
4. Automates reporting into supplier relationship management dashboards and drives procurement KPIs.
5. End-to-end automating of document flows elevates control, transparency, and productivity in the modular home procurement process.
Procurement & Supply Chain Automation