Supplier invoice collection and reconciliation automation

Purpose

1. Automate collection, categorization, and reconciliation of supplier invoices for efficiency.
2. Automatically match received invoices with inventory purchase orders and deliveries.
3. Automate vendor notification upon invoice receipt discrepancies for rapid resolution.
4. Automate updates to inventory and accounting software as reconciliations are completed.
5. Establish a continuous, automated audit trail for all invoice transactions in the Manado cuisine restaurant context for accountability.

Trigger Conditions

1. Supplier sends invoice via email, EDI, portal upload, or scanning device.
2. Inventory system updates status to “goods received” or “pending invoice.”
3. Scheduled time-based automator triggers (hourly/daily/weekly).
4. Manual initiation by staff or automated batch from supplier ERP API.

Platform Variants

3.1. Gmail API
• Feature/Setting: "Watch for new attachments in specified inbox label"; configure to trigger automation on new supplier invoice emails.

3.2. Microsoft Outlook Graph API
• Feature/Setting: "Mail.Read" permission; automate monitoring inbox for invoice PDFs.

3.3. Dropbox API
• Feature/Setting: "files/list_folder"; automate folder monitoring and supplier invoice ingestion.

3.4. Google Drive API
• Feature/Setting: "Files: list and watch"; automate detection of new invoice uploads.

3.5. OneDrive API
• Feature/Setting: "DriveItem: delta"; automate invoice file synchronization.

3.6. QuickBooks Online API
• Feature/Setting: "Invoices: create and match"; automate invoice creation and purchase reconciliation.

3.7. Xero API
• Feature/Setting: "Accounting > Invoices"; automate invoice data extraction and accounts reconciliation.

3.8. SAP Ariba
• Feature/Setting: "InvoiceReceiptRequest"; automate electronic invoice and reconciliation flow.

3.9. Oracle NetSuite SuiteTalk
• Feature/Setting: "invoice: create, match"; automate ERP-driven purchase order and invoice matching.

3.10. Zoho Books API
• Feature/Setting: "Invoices: GET, POST, Match"; automate invoice fetching and linking to inventory purchases.

3.11. Sage Intacct API
• Feature/Setting: "AP Bill Object"; automate supplier bill matching and reconciliation.

3.12. Hubdoc
• Feature/Setting: "Automated document fetching"; automate invoice import from emails or supplier portals.

3.13. Docparser
• Feature/Setting: "Parse Email Attachments"; automate invoice data extraction for reconciliation.

3.14. UiPath
• Feature/Setting: "Document Understanding"; automate invoice reading and data push to accounting.

3.15. Microsoft Power Automate
• Feature/Setting: "Trigger on email with invoice"; automate workflow launching for reconciliation.

3.16. AWS Textract
• Feature/Setting: "AnalyzeDocument"; automate extracting invoice details from scans/photos.

3.17. Google Cloud Vision API
• Feature/Setting: "DOCUMENT_TEXT_DETECTION"; automate invoice OCR workflow.

3.18. Slack API
• Feature/Setting: "Incoming Webhooks"; automate notifications to staff about reconciliation outcomes.

3.19. Telegram Bot API
• Feature/Setting: "sendMessage"; automate alerting relevant parties on discrepancies detected.

3.20. Monday.com API
• Feature/Setting: "items.create"; automate listing and tracking invoice reconciliation tasks.

3.21. Trello API
• Feature/Setting: "Add Card/Checklist"; automate task creation for invoice exceptions.

Benefits

1. Automates tedious manual reconciliation, saving labor and eliminating errors.
2. Automates supplier communication and discrepancy resolution, reducing delays.
3. Enforces automated, auditable trails of all supplier invoice processing.
4. Automates inventory and financial records update in real time for accuracy.
5. Reduces risk of fraud with automation of invoice verification and cross-matching.
6. Accelerates month-end closing with automated reconciliations.
7. Enables automatable proactive alerts for staff on any invoice gaps or mismatches.