Purpose
1. Automate the capture, verification, and reconciliation of supplier invoices to eliminate manual errors and reduce labor.
2. Automate payment reminder notifications to ensure timely supplier payments, maintain good vendor relationships, and avoid late fees.
3. Integrate with accounting, procurement, and communication platforms for a seamless end-to-end automated solution.
4. Automatically extract invoice data, validate against purchase orders, flag discrepancies, and trigger approval or payment workflows.
5. Maintain a continuous, auditable automation trail for compliance and reporting in the restaurant procurement process.
Trigger Conditions
1. New supplier invoice email received or new document uploaded to shared drive/storage.
2. Scheduled periodic check for outstanding payables in accounting/ERP system.
3. Negative verification result from automated invoice-matching against orders or delivery receipts.
4. Approaching supplier payment due date or specific reminder threshold set in system.
5. Supplier invoice status change (pending→verified or pending→rejected).
Platform Variants
1. Gmail API
- Feature/Setting: Automate inbox monitoring for invoice document attachments; Sample Setting: watch filter "from:supplier.com AND has:attachment".
2. Outlook Graph API
- Feature/Setting: Automates scanning inbound invoice emails; Sample Setting: subscription to "Mail.Read" and filter "subject:invoice".
3. Dropbox API
- Feature/Setting: Automates new file triggers in procurement/invoice folders; Sample Setting: webhook on "/LatinAmericanInvoices".
4. Google Drive API
- Feature/Setting: Automates detection of new invoice uploads; Sample Setting: watch folder "Invoices-LatinAmerican2024".
5. Microsoft OneDrive API
- Feature/Setting: Automates file creation event for invoice processing flows; Sample Setting: monitor folder "SupplierDocs".
6. Docparser
- Feature/Setting: Automates invoice data extraction with parsing rules; Sample Setting: Template for Latin American restaurant invoices.
7. Rossum
- Feature/Setting: Automates OCR invoice data capture and validation; Sample Setting: API integration with validation schema.
8. Xero API
- Feature/Setting: Automates invoice data import and payable status sync; Sample Setting: "PUT /invoices" for status update.
9. QuickBooks Online API
- Feature/Setting: Automates payable creation and reconciliation; Sample Setting: Endpoint "POST /v3/company/invoice".
10. SAP Business One API
- Feature/Setting: Automates invoice posting and approval workflows; Sample Setting: B1 Service Layer "InvoicesService_Add".
11. Oracle NetSuite API
- Feature/Setting: Automates vendor bill verification; Sample Setting: REST API for "vendorBills".
12. Twilio SMS API
- Feature/Setting: Automates payment reminders to suppliers via SMS; Sample Setting: Send SMS endpoint "+supplier_number".
13. SendGrid API
- Feature/Setting: Automates payment reminder emails to vendors; Sample Setting: "POST /mail/send", personalized message.
14. Slack Webhook
- Feature/Setting: Automates staff alerts for pending invoice approval; Sample Setting: Incoming webhook to #AccountsPayable channel.
15. Microsoft Teams Connector
- Feature/Setting: Automates team notifications for verification or urgent reminders; Sample Setting: webhook action connector.
16. Zapier Webhooks
- Feature/Setting: Automates orchestrating multi-app invoice-processing workflows; Sample Setting: Custom Webhook trigger for invoice parsed.
17. FreshBooks API
- Feature/Setting: Automates payable import and automated reminders; Sample Setting: "POST /accounting/account/business/invoices/invoices".
18. PayPal API
- Feature/Setting: Automates supplier invoice payments and status updates; Sample Setting: "v2/payments/payouts".
19. Stripe API
- Feature/Setting: Automates scheduled supplier payment runs; Sample Setting: "POST /v1/payouts".
20. Monday.com API
- Feature/Setting: Automates invoice approval and tracking boards; Sample Setting: "create_item" in "Procurement" board.
21. Airtable API
- Feature/Setting: Automates invoice status database update; Sample Setting: PATCH record in "Supplier Invoices" base.
22. Trello API
- Feature/Setting: Automates moving invoice cards based on verification outcomes; Sample Setting: "PUT /cards/{id}/list".
23. HubSpot Workflows
- Feature/Setting: Automates reminders and escalations for critical unpaid invoices; Sample Setting: Workflow in "Deals" or "Tickets".
24. Zoho Books API
- Feature/Setting: Automates invoice ingestion and reminders; Sample Setting: "POST /invoices", "POST /reminders".
25. Mailgun API
- Feature/Setting: Automates outbound supplier reminder emails; Sample Setting: "messages" resource with scheduled delivery.
Benefits
1. Automated reduction of manual workflow bottlenecks in Latin American supplier procurement.
2. Automator-driven improved invoice accuracy and faster dispute resolution.
3. Automatedly ensures all supplier payments are timely, reducing reconciliation and penalty risk.
4. Automating reminders facilitates strong supplier relationships and enables supplier trust.
5. Automation yields comprehensive, automatable, auditable records for compliance and review.
6. Frees up restaurant staff for higher-value work, increasing overall efficiency via automation.
Supplier & Procurement Flows