Supplier invoice processing and matching with deliveries

Purpose

1.1. Automate the end-to-end processing of supplier invoices by extracting invoice data, matching it with goods received, validating discrepancies, and updating accounts payable systems.
1.2. Eliminate manual data entry, reduce human error, accelerate payment cycles, and ensure compliant record-keeping for entertainment retail procurement.

Trigger Conditions

2.1. New supplier invoice detected in email inbox or scanned to a network folder.
2.2. Goods delivery record logged in warehouse system or ERP solution.
2.3. API webhook from supplier portal when a new invoice is uploaded.
2.4. Scheduled batch process checks for unmatched invoices or deliveries.

Platform Variants

3.1. Microsoft Power Automate
• Feature: "When a new email arrives (Outlook 365)" trigger, "Extract PDF data" action; configure to monitor shared mailbox.
3.2. Zapier
• Feature: "New Attachment in Gmail" trigger, "Parseur" parser integration, "Webhooks by Zapier" for custom ERP updates.
3.3. UiPath
• API: "Document Understanding" for invoice OCR; "SAP Activities" package for ERP posting configuration.
3.4. Kofax AP Essentials
• API: Invoice Capture Service endpoint; configure for automatic field extraction and PO match.
3.5. Abbyy FlexiCapture
• Feature: "Document Definition Editor" for invoice templates, REST API for batch validation.
3.6. QuickBooks Online
• API: "Create Bill" endpoint, "Purchase Orders" API for matching configuration.
3.7. Oracle NetSuite
• Feature: "SuiteTalk" SOAP API, "Vendor Bill" and "Item Receipt" objects configuration.
3.8. SAP Ariba
• API: "Invoice Reconciliation" endpoint, "Goods Receipt" objects for 3-way matching setup.
3.9. Sage Intacct
• API: "AP Bill" creation endpoint, "PO object" for linking deliveries; set via custom scripts.
3.10. Xero
• API: "Bills" POST method, "Receipts" GET for delivery match; use OAuth2 for secure connection.
3.11. FreshBooks
• API: "Create Invoice" and "Payments" endpoints, set to auto-import from supplier email.
3.12. Google Workspace
• Feature: Google Drive API — watch folder for new PDF; Google Sheets API for match logging.
3.13. AWS Textract
• API: "AnalyzeDocument" for invoice OCR, Lambda for workflow logic.
3.14. Docparser
• API: "Document Parsing" webhook, direct output to inventory system.
3.15. Integromat (Make)
• Feature: Email watch trigger, PDF parsing module, HTTP POST to ERP endpoint.
3.16. ServiceNow
• Feature: "Flow Designer" for invoice events, "ServiceNow Rest API" for procurement module updates.
3.17. Basware
• API: Invoice automation module, REST endpoints for integration with delivery management applications.
3.18. Coupa
• API: "Invoices" and "Receipts" endpoints, configure compliance matching in Coupa Integrations.
3.19. DocuWare
• Feature: Intelligent Indexing for invoices, Workflow Designer for delivery match automation.
3.20. Bill.com
• API: "Create Payables" endpoint, configure auto-sync with supplier bills and delivery receipts.

Benefits

4.1. Eliminates repetitive manual invoice entry and cross-checking.
4.2. Reduces risk of duplicate payments and fraud.
4.3. Speeds up month-end closing process.
4.4. Enhances supplier relationships through faster payments.
4.5. Improves auditability and regulatory compliance for procurement.