Automated import of supplier invoices into accounting system

Purpose

 1.1 Streamline and automate the extraction, processing, and entry of supplier invoices into the accounting system for an American grocery store.
 1.2 Eliminate manual data entry errors, speed up invoice reconciliation and accounts payable cycles.
 1.3 Ensure accurate, real-time ledger and inventory adjustments integrated with supplier management workflows.
 1.4 Facilitate seamless compliance with tax, audit, and reporting requirements by centralizing invoice data.

Trigger Conditions

 2.1 Arrival of supplier invoice via email attachment (PDF, XML, etc.) to a designated mailbox.
 2.2 New invoice file upload to cloud storage (e.g., Google Drive, Dropbox, OneDrive).
 2.3 Invoice entry in supplier's EDI/XML/API system.
 2.4 Scanning new physical invoices, OCR software output detected in a watched folder.
 2.5 Supplier portal records being updated or invoice webhooks firing.

Platform Variants

 3.1 Gmail
  • Feature/Setting: “Watch for attachments” using Gmail API’s watch or list messages; filter by subject/label.
  • Sample: Set trigger for messages with PDF attachments in "Invoices" label.

 3.2 Outlook 365
  • Feature/Setting: Microsoft Graph API “List messages” filtered by folder and sender domain.
  • Sample: Watch "SupplierInvoices" folder; process new emails with invoice documents.

 3.3 Google Drive
  • Feature/Setting: “Files: watch” API to trigger on new file uploads in ‘Invoices’ folder.
  • Sample: On new file, validate file type and move for processing.

 3.4 Dropbox
  • Feature/Setting: “List Folder” + “get_latest_cursor” to detect added invoice files.
  • Sample: Trigger downstream extraction for every new PDF in “SupplierInvoices.”

 3.5 OneDrive
  • Feature/Setting: “Delta” endpoint on folder.
  • Sample: Automate on invoice upload in “ToProcess” subfolder.

 3.6 Xero
  • Feature/Setting: “Invoices API – Create” to inject parsed supplier invoice data.
  • Sample: Map parsed fields and push invoice into Xero via authenticated request.

 3.7 QuickBooks Online
  • Feature/Setting: “Invoice API – Create” endpoint for batch posting.
  • Sample: Push each processed invoice as supplier bill with itemization.

 3.8 SAP Business One
  • Feature/Setting: “Document Service (Invoices)” for API-driven entry.
  • Sample: POST extracted invoice XML to SAP endpoint.

 3.9 Oracle NetSuite
  • Feature/Setting: “RESTlet” custom script/endpoint for invoice insert.
  • Sample: Authenticated requests mapping JSON OCR results to vendor bill fields.

 3.10 Zoho Books
  • Feature/Setting: “Vendor Credits/Invoices API – Create Vendor Invoice.”
  • Sample: Create records using supplier, line items, due date map.

 3.11 FreshBooks
  • Feature/Setting: “Create Expenses” API function.
  • Sample: Push invoice data as a new expense under suppliers.

 3.12 Microsoft Dynamics 365
  • Feature/Setting: “Business Central API – PurchaseInvoices” entity.
  • Sample: Automate entry under appropriate supplier and GL code.

 3.13 Sage Intacct
  • Feature/Setting: “AP Bill API – create_bill” endpoint.
  • Sample: Invoice data mapped and sent to AP bill ledger.

 3.14 Bill.com
  • Feature/Setting: “API – Create Bill” endpoint.
  • Sample: Direct posting of invoice data, link to supplier profile.

 3.15 Square
  • Feature/Setting: “Invoices API – Create Invoice.”
  • Sample: Use extracted contact, item, and amount data for posting.

 3.16 Shopify
  • Feature/Setting: “Admin API – DraftOrder or Invoice Creation.”
  • Sample: Scripted import of supplier invoice as pending due bill.

 3.17 Wave Accounting
  • Feature/Setting: “Bills API – Create Bill.”
  • Sample: New payable entries from supplier invoice content.

 3.18 Slack
  • Feature/Setting: “Incoming Webhook” for notification on failed or flag invoices.
  • Sample: Post details to #Finance for manual validation if errors found.

 3.19 Twilio SendGrid
  • Feature/Setting: “Inbound Parse Webhook” to read invoices sent via email.
  • Sample: Extracted attachments and meta routed for downstream import.

 3.20 AWS Textract
  • Feature/Setting: “AnalyzeDocument” for automated OCR and field extraction.
  • Sample: Detect structured fields: bill date, supplier, total, items for all scanned/filed invoices.

Benefits

 4.1 Eliminate manual entry, reducing errors and workload on accounts payable staff.
 4.2 Accelerate invoice turnaround time, enabling timely supplier payments and early payment discounts.
 4.3 Enable rapid, accurate financial reporting and compliance by centralizing digital invoice records.
 4.4 Minimize risk of lost, double-paid, or overdue supplier invoices.
 4.5 Free up staff resources for high-value tasks rather than repetitive data input.