Purpose
1.1. Automate the capture, validation, and entry of supplier invoices into accounting systems for anodizing service providers.
1.2. Ensure timely posting, reduce manual errors, streamline compliance, reconcile procurement and payments, and enable real-time inventory cost tracking.
1.3. Unify communication between supplier portals, emails, scanned documents, and ERP/accounting software for efficient accounts payable operation.
1.4. Support multi-format data intake (PDF, email, EDI, XLSX), automated formatting, duplicate detection, and exception flagging.
Trigger Conditions
2.1. Receipt of new supplier invoice in designated inbox or cloud storage (PDF/EDI/image/XLSX).
2.2. Invoice filed in supplier portal or direct upload to shared drive.
2.3. Scheduled checks for new entries from procurement or inventory software.
2.4. Manual invoicing entry marked for automation.
Platform Variants
1. Microsoft Outlook
• Feature/Setting: Use "When a new email arrives" trigger; configure to filter @supplierdomain.com with attachment invoices.
2. Gmail
• Feature/Setting: “New email matching search” trigger, label “Supplier Invoices,” parse attachment.
3. Google Drive
• Feature/Setting: “New file in folder” event; watch "/Supplier-Invoices" for PDF/XLSX invoices.
4. Dropbox
• Feature/Setting: “File added to folder” webhook; sync new invoice uploads to workflow.
5. SAP Business One
• Feature/Setting: POST to “Document Service (Invoices)”; map supplier fields and amounts.
6. Xero
• Feature/Setting: “Create Bill” API; insert invoice data into Xero “Awaiting Payment.”
7. QuickBooks Online
• Feature/Setting: “Create Purchase Bill” via API; map supplier, line items, and due date.
8. Sage Intacct
• Feature/Setting: “create_potransitem” API; push invoices to purchasing module.
9. Oracle NetSuite
• Feature/Setting: REST API “/record/v1/vendorBill”; map parsed invoice to vendor bill.
10. Zoho Books
• Feature/Setting: “Vendor Bills” API endpoint; upload JSON payload for bill creation.
11. FreshBooks
• Feature/Setting: “Create Bill” API under Expenses; import invoice PDFs to record.
12. Odoo
• Feature/Setting: “/account.move” REST POST; automate supplier invoice creation.
13. SAP Concur
• Feature/Setting: “Invoices v4” API POST; upload supplier invoice file and metadata.
14. Mailparser
• Feature/Setting: Parse invoice attachments and map to extracted fields; webhook-on-parse.
15. Docparser
• Feature/Setting: PDF parsing templates; send to API/webhook as structured data.
16. Microsoft Power Automate
• Feature/Setting: "When file added" trigger, "AI Builder – Invoice Processing" action.
17. UiPath
• Feature/Setting: Document Understanding framework; RPA bot reads supplier emails and ingests invoices.
18. AWS Textract
• Feature/Setting: Extract invoice data from PDF/image; output JSON for posting.
19. Coupa
• Feature/Setting: “Invoices API: POST /invoices”; automate supplier bill entry.
20. Bill.com
• Feature/Setting: API “Bill creation” endpoint; submit each invoice for approval workflow.
21. SAP Ariba
• Feature/Setting: “Electronic invoicing API”; receive, parse, and route for approval.
22. Jotform
• Feature/Setting: “File Upload” form; auto-forward invoice PDFs to parsing and accounting flow.
Benefits
4.1. Eliminates manual invoice entry; saves significant staff time.
4.2. Significantly reduces risk of data entry errors or duplicates.
4.3. Accelerates invoice approvals and vendor payments.
4.4. Increases financial visibility and ensures accurate inventory costing.
4.5. Simplifies audit trails and compliance monitoring.
4.6. Scales with supplier volume and format variations.
Suppliers & Inventory Coordination