Purpose
1. Automate end-to-end extraction, cross-verification, and reconciliation of supplier invoices, purchase orders, and delivery receipts for abrasives distributors.
2. Reduce manual matching errors, accelerate accounting cycles, and improve compliance with supplier agreements.
3. Provide real-time visibility into invoice status, discrepancies, and payment readiness, ensuring supplier relationship integrity and audit readiness.
Trigger Conditions
1. New invoice received via email, SFTP upload, or portal entry.
2. Purchase order created or marked as ‘received’ in ERP.
3. Goods receipt note generated or inventory updated.
4. Scheduled batch reconciliation at defined intervals (e.g., daily close).
Platform variants
1. Microsoft Power Automate
- Feature/Setting: ‘When a new email arrives’ trigger; Connectors for Outlook, SharePoint, and Dynamics 365 for extracting attachments and matching document metadata.
2. SAP Integration Suite
- Feature/Setting: ‘Receive Purchase Invoice’ API; iFlow mappings for automatic 3-way match (invoice, PO, GRN) using business rules.
3. Oracle Integration Cloud
- Feature/Setting: REST Adapter for Supplier Invoices; Automate Business Process—Invoice-to-Payment flow with error handling.
4. UiPath
- Feature/Setting: Document Understanding for invoice OCR; Activities: ‘Match with PO’ and ‘Post to ERP’.
5. ABBYY FlexiCapture
- Feature/Setting: Data Extraction and Validation Rules; API for exporting structured invoice data for reconciliation.
6. DocuWare
- Feature/Setting: Intelligent Indexing and Workflow Automation; Trigger workflow when new supplier invoice is archived.
7. Kofax AP Agility
- Feature/Setting: AP Matching Module; Web Service for batch processing and exception queuing.
8. QuickBooks Online API
- Feature/Setting: Webhooks for new bills; API for comparing input invoice with PO records.
9. Xero API
- Feature/Setting: ‘Get Invoices’ and ‘Get Purchase Orders’ endpoints; Matching logic on incoming document event.
10. SAP Ariba
- Feature/Setting: Supplier Invoice Integration API; Automated reconciliation configuration in ‘Invoice Management’.
11. NetSuite
- Feature/Setting: SuiteTalk Web Services for ‘VendorBill’ and ‘PurchaseOrder’; Saved search callback for matching logic.
12. Sage Intacct
- Feature/Setting: API for AP Invoice Object; Comparison script to identify mismatches with purchase order data.
13. Zoho Books
- Feature/Setting: Invoices and Purchase Orders APIs; Workflow automation for matching and approval.
14. Basware
- Feature/Setting: Purchase-to-Pay Automation Workflow; Matching Engine activation and discrepancy handling rules.
15. Coupa
- Feature/Setting: Invoice Matching Service API; Notification workflow for mismatched or duplicate entries.
16. Trello
- Feature/Setting: New Card Trigger via Email-to-Board; Use checklists and custom fields for PO/invoice verification steps.
17. Google Workspace
- Feature/Setting: Apps Script for parsing inbound emailed invoices; Sheets API to crosscheck with purchase register.
18. Slack
- Feature/Setting: Incoming Webhooks for invoice notifications; Workflow Builder for exception routing.
19. Mailparser
- Feature/Setting: Parsing Rules to extract key invoice data; Webhook to send structured data to further processing workflows.
20. Zapier
- Feature/Setting: Multi-step Zap triggered by ‘New Attachment in Gmail’; Integrate matching with ERP or Google Sheets.
Benefits
1. Eliminates manual data entry and minimizes human error.
2. Accelerates supplier payment cycles and enhances cash flow.
3. Provides real-time exception reporting and audit trails.
4. Enhances compliance with procurement policies.
5. Improves visibility into procurement liabilities for wholesale and industrial supply operations.
Supplier and Procurement Management