Supplier & Order ManagementPurpose
1.2. Automates storage, indexing, and backup of receipts/order confirmations from email, POS, suppliers, and online portals.
1.3. Automating compliance/evidence for audits, tax, and cost controls.
1.4. Enables automatedly locating, filtering, and retrieving specific transaction records.
1.5. Ensures restaurant supplier management is efficient, traceable, and automatable.
Trigger Conditions
2.2. POS processes closed order with attached digital receipt.
2.3. Supplier portal posts digital invoice/order document.
2.4. Google Drive/Dropbox folder updated with new receipt PDF.
2.5. Scheduled batch run (e.g., hourly, daily) to automate archiving all recent documents.
2.6. Webhooks trigger when supplier system posts new order details.
Platform Variants
• Feature/Setting: Create filter on supplier or POS emails; forward to script/label for archiving; connect with “Save Attachments” API.
3.2. Microsoft Outlook 365
• Feature/Setting: Flow to forward/order receipts to shared folder or SharePoint using Power Automate.
3.3. Dropbox
• Feature/Setting: “File request” API configured to receive uploads; automation to sort to individual supplier folders.
3.4. Google Drive
• Feature/Setting: “Drive API v3 Files: create” endpoint invoked to upload PDF/receipts; schedule to automate folder organization.
3.5. Slack
• Feature/Setting: Configure incoming webhook to receive notifications; automate file archiving to a set channel or folder.
3.6. QuickBooks Online
• Feature/Setting: “Upload Receipt” API triggers on incoming email/transaction confirmation.
3.7. Xero
• Feature/Setting: “Files API” automates adding supplier receipts to bills section.
3.8. DocuSign
• Feature/Setting: eSignature envelope automation stores finalized signed order docs to cloud folder via “Envelope Completed” webhook.
3.9. Adobe Acrobat Sign
• Feature/Setting: Use “Webhook notifications” to automate archiving completed supplier order agreements.
3.10. Zapier
• Feature/Setting: Automate sequence—trigger on new email with document, upload to cloud store, log metadata in spreadsheet.
3.11. Make/Integromat
• Feature/Setting: Drag-and-drop automator triggers on file receipt, processes and sorts it based on supplier or PO number.
3.12. Azure Logic Apps
• Feature/Setting: Automatedly handles emails with invoice attachments; archives to Azure Storage and tags with supplier name.
3.13. AWS Lambda
• Feature/Setting: Event automation to parse, rename, and store receipts from API input to S3 buckets.
3.14. FreshBooks
• Feature/Setting: Receipt upload endpoint automated to attach supporting documents to expenses.
3.15. Oracle NetSuite
• Feature/Setting: SuiteScript automation imports supplier documents to transaction records.
3.16. PandaDoc
• Feature/Setting: Trigger on document status change to automate file archival workflow to Google Drive.
3.17. HubSpot
• Feature/Setting: Automated workflows for archiving documents linked to Deals or Suppliers.
3.18. Evernote
• Feature/Setting: “Create note” with attached document using API; automate tagging with supplier/order metadata.
3.19. Notion
• Feature/Setting: Automate database entries with file attachment for archival and supplier linking.
3.20. Monday.com
• Feature/Setting: Automator for saving incoming supplier documents to task boards, linked to project/order.
Benefits
4.2. Ensures receipts and order docs are archived securely and consistently.
4.3. Automating retrieval speeds up bookkeeping reconciliation and audits.
4.4. Automated process reduces time spent on document management by staff.
4.5. Automator can adapt to new suppliers/platforms without process breaks.
4.6. Improves cost control and supplier relationship tracking through automated history logs.