Invoice creation and automated sending to suppliers

Purpose

1. Automate the creation of invoices for supplier transactions in a gyro restaurant context, including data capture, validation, invoice formatting, attachment generation, and automated sending via preferred communication channels.

2. Minimize manual entry in finance and administration, increase invoice accuracy, accelerate processing, strengthen supplier relationships, and facilitate financial tracking and audit trail through automation.

3. Enable end-to-end automating of repetitive, error-prone tasks in invoice management, from point-of-sale systems to supplier inboxes.

Trigger Conditions

1. Automatedly triggers when a purchase order is finalized in the POS or inventory management system.

2. Activates when a predefined threshold of received goods is reached.

3. Automates via scheduled batch processing at end-of-day, week, or month.

4. Can be triggered by supplier request received by email or system API webhook.

Platform Variants

1. QuickBooks Online

• API: /invoices/add
  
• Automates invoice generation using supplier purchase data and sends via QuickBooks email.
  

2. Xero

• API: POST /api.xro/2.0/Invoices
  
• Autogenerates invoices and automates sending as PDFs to supplier contact emails.
  

3. Zoho Books

• Function: createInvoice() and sendInvoice()
  
• Automates invoice creation and automated dispatch from Gyro restaurant’s supplier module.
  

4. Stripe

• API endpoint: /v1/invoices
  
• Automatable process for creating supplier invoices and sending paid/unpaid status notifications.
  

5. FreshBooks

• API: invoices.create, invoices.send
  
• Automates supplier invoice drafting and automates outgoing delivery via FreshBooks.
  

6. SAP Business One

• Function: DI API – Documents.Add
  
• Automating invoice formulation and automated email via SAP’s document services.
  

7. Oracle NetSuite

• API: POST /record/v1/invoice
  
• Automates supplier invoice itemization and automatic delivery using saved contacts.
  

8. Microsoft Dynamics 365

• Power Automate: When a purchase order is closed, create and email invoice via Dynamics connectors.
  

9. MYOB

• API: POST /accountright/{company}/Sale/Invoice/Service
  
• Automates invoice generation, automates PDF export, and automated dispatch.
  

10. Sage Intacct

• API: create_invoice, send_invoice_via_email
  
• Automate the invoice creation for suppliers, including payment terms and attachments.
  

11. Bill.com

• Route: POST /v3/invoices
  
• Automate extracting PO data, invoicing, and automating sending to suppliers.
  

12. Square

• Endpoint: CreateInvoice, SendInvoice
  
• Invoicing for purchased items and automated dispatch to supplier email addresses.
  

13. DocuSign

• API: Envelopes::createEnvelope
  
• Automating invoice document generation and automating e-signature request for suppliers.
  

14. HubSpot (Operations Hub)

• Workflow: “Create Record” and “Send Email” actions
  
• Automate invoice formation based on database activity and trigger automated send to suppliers.
  

15. Gmail API

• Method: users.messages.send
  
• Automation of attached invoice delivery directly from restaurant’s Gmail account.
  

16. Microsoft Outlook Graph API

• Endpoint: POST /me/sendMail
  
• Automates sending generated invoices as email attachments via Outlook automation.
  

17. SendGrid

• API endpoint: /mail/send
  
• Automates sending supplier invoices with customizable templates and automated attachments.
  

18. Slack API

• chat.postMessage with file_upload
  
• Automatedly posts invoices to supplier channels for acknowledgment/confirmation.
  

19. Dropbox API

• files_upload, sharing_create_shared_link
  
• Automates saving PDFs in shared folders; automates supplier notification with invoice link.
  

20. Google Sheets API

• sheets.spreadsheets.create and MailApp.sendEmail
  
• Automates templated invoice creation, PDF export, and automatedly sends to suppliers.
  

21. Airtable

• Automation: “When record created” → “Send email”
  
• Creates invoice records and automates the sending process to supplier contacts.
  

22. Mailgun

• API: /messages
  
• Automates delivery of invoices through transactional email with tracking options.
  

23. Trello

• Automation: “Card Created” → “Send Email” Power-up
  
• Invoice cards trigger automated email send to supplier on creation.
  

Benefits

1. Automates and speeds up financial operations, improving cash flow management.

2. Reduces manual effort and human error, ensuring higher invoice accuracy.

3. Strengthens supplier relations via timely, automatedly consistent invoice delivery.

4. Provides structured audit trail and real-time tracking through automated logs.

5. Frees finance/admin staff for higher-value tasks by automating repetitive processes.

6. Scales easily for growth, handling increasing invoice volume through automation.