Automated import of supplier invoices into finance system

Purpose

1. Automate the extraction, standardization, and import of supplier invoices (PDF, email, EDI, CSV) directly into the finance system, reducing manual data entry and errors.

2. Automating reconciliation of invoice line items with purchase orders and delivery receipts to streamline procurement workflows.

3. Automatedly trigger instant validations (duplicate, compliance, tax).

4. Schedule automation for regular imports from various supplier sources (email, SFTP, portal sync).

Trigger Conditions

1. Arrival of an invoice as an email attachment.

2. Upload of an invoice in a supplier portal or shared drive.

3. Receipt of invoice data through EDI/API integration.

4. Scheduled polling of an SFTP directory or cloud storage folder for new invoices.

Platform Variants

1. Microsoft Power Automate

• Feature/Setting: "When a new email arrives (V3)" trigger, use “Extract PDF data” and “Create record” action in Dynamics 365 Finance.
  

2. SAP Integration Suite

• Feature/Setting: "Inbox Document Extraction" API, configure flow to connect with SAP S/4HANA FI "POST /A_PurchasingDocument" endpoint.
  

3. QuickBooks Online

• Feature/Setting: "New Bill" API, map extracted invoice fields via QuickBooks API v3 endpoint POST /v3/company//bill.
  

4. Xero

• Feature/Setting: "Create Invoices" API, POST /api.xro/2.0/Invoices; configure webhook or polling for new files.
  

5. Netsuite

• Feature/Setting: "RESTlet SuiteScript" POST for automated invoice record creation; connect OCR tool for parsing.
  

6. Oracle Cloud ERP

• Feature/Setting: "Supplier Invoices" web service; configure to auto-import XML/CSV invoices.
  

7. Zoho Books

• Feature/Setting: "Invoices" API; POST /invoices; automate input from parsed email or document OCR.
  

8. FreshBooks

• Feature/Setting: "Invoice API Endpoint", use POST /accounting/account/{account_id}/invoices/invoices to automatedly create entries.
  

9. Sage Intacct

• Feature/Setting: "AP Bills" API, create_bill function; automate population from template mappings.
  

10. Odoo

• Feature/Setting: "Account Invoice" endpoint, automate calls to POST /api/account.move with mapped fields.
  

11. Workato

• Feature/Setting: "Triggers" for inbox/sftp; "Actions" for creating invoices in various finance apps.
  

12. UiPath

• Feature/Setting: "Document Understanding Framework", automate invoice extraction; output to ERP using HTTP Request activity.
  

13. Abbyy FlexiCapture

• Feature/Setting: "Document Processing API"; configure automated push to finance platform webhook/endpoint upon recognition.
  

14. Kofax

• Feature/Setting: "Capture" solution, automate export of structured invoice data to ERP's “Import API.”
  

15. Bill.com

• Feature/Setting: "Bill Creation API"; automate pushing supplier invoice data with POST /v3/bills endpoint.
  

16. Integrately

• Feature/Setting: "Automation flows", connect trigger (email/Dropbox/Drive) to "Create Invoice" in supported finance tools.
  

17. Klippa

• Feature/Setting: "OCR API"; automate webhook for recognized invoice, map to finance app’s import endpoint.
  

18. Coupa

• Feature/Setting: "Supplier Invoice API"; automate POST to /api/invoices for direct invoice import.
  

19. BambooHR (for expense workflow integration)

• Feature/Setting: "Documents API"; automate syncing supplier invoices that relate to expense outflows.
  

20. Google Workspace

• Feature/Setting: Gmail trigger for “New Attachment”; Google Drive OCR; automated push to sheets or export to finance API.
  

21. DocuWare

• Feature/Setting: “Autoindex” and “Export to ERP connector”; configure automator with preset finance system links.
  

22. OneStream Software

• Feature/Setting: "Data Integration Connector"; automate scheduled ingestion of supplier invoice files.
  

23. Tipalti

• Feature/Setting: "Invoices API"; automate importing supplier invoices via POST /invoices endpoint.
  

Benefits

1. Automates entire invoice submission and capture process, eliminating manual entry and errors.

2. Automatedly ensures compliance by enforcing validation and approval checks.

3. Automates matching invoices to purchase orders, preventing overpayments.

4. Accelerates procurement-to-pay cycle by automating invoice ingestion.

5. Provides audit trails through automation logs.

6. Automation reduces processing costs and increases capacity for higher invoice volumes.

7. Automator enables seamless integration between suppliers’ digital channels and internal finance systems.

8. Automating data extraction from diverse invoice formats eliminates bottlenecks from file-type incompatibility.

9. Automates-reminders and notifications to stakeholders for exceptions and approvals.

10. Enables scalable, automatable finance operations for growing export and procurement teams.