Invoice matching and approval automation

Purpose of Automated Invoice Matching and Approval

1.1. Automate the three-way match of purchase order, goods receipt, and vendor invoice for all public works procurement cycles.
1.2. Automates validation of invoice line items against contracted amounts and delivery confirmation for public works vendors.
1.3. Automating cross-referencing of cost centers, vendor IDs, and project codes to ensure proper allocation and budget control.
1.4. Delivers approval routing by senior procurement officials via systematic workflows, automating notification and escalation.
1.5. Automates exception management for mismatched or duplicate invoices, alerts, and real-time resolution tracking.
1.6. Ensures compliance with governmental procurement policies by automating logs and audit trails for every invoice processed.

Trigger Conditions

2.1. Automated receipt of new invoice in dedicated email inbox or file directory.
2.2. Automatic update when a new record is created in the procurement ERP module.
2.3. Automated matching logic triggers upon data push from vendor portals or e-Procurement platforms.
2.4. Scheduled automation of matching workflow at defined business intervals (e.g., daily, hourly).
2.5. Manual trigger by AP clerks via dashboard, invoking the automator for urgent requests.
2.6. Automation upon the upload of scanned invoices or EDI transmission by vendors.

Platform Variants

3.1. SAP ERP
• Function/API: Automate incoming invoice (MIRO) processing via BAPI_INCOMINGINVOICE_CREATE.
3.2. Oracle Fusion Procurement
• Feature: Configure Invoice Matching and Workflow Approval rules in Oracle Cloud REST API.
3.3. Microsoft Power Automate
• Connectors: Automate DocuSign, SharePoint, and Outlook for invoice receipt, assignment, and approval.
3.4. Coupa
• Feature: Automated Invoice Matching Engine with Coupa Open API – Invoices endpoint.
3.5. Workday
• Feature: Supplier Invoice Automation using Workday Web Services API for invoice creation and task routing.
3.6. ServiceNow
• Feature/API: Automate invoice task flows using the Flow Designer for procurement module.
3.7. OpenText
• Feature: Vendor Invoice Management (VIM) automatedly manages OCR and matches PO/invoice.
3.8. Basware
• API: Automate invoice matching and approval via Basware API’s InvoiceProcess endpoint.
3.9. JD Edwards (Oracle)
• Feature/API: AP Invoice Automation through Orchestrator Studio and REST integrations.
3.10. DocuWare
• Feature: Automated Invoice Processing Workflow via Intelligent Indexing and Workflow Manager.
3.11. Xero
• API: Automate invoices from received documents using the Xero Accounting API /Invoices endpoint.
3.12. QuickBooks Online
• API: Automated invoice entry and approval queues from Fetch API /v3/company/invoice endpoint.
3.13. Zoho Invoice
• API: Automate incoming invoice validation using Zoho’s Invoices API and Workflow Rules.
3.14. Sage Intacct
• API: Automated purchase invoice matching with read/create_invoices & approvals API.
3.15. ABBYY FlexiCapture
• Feature: OCR automation for invoice data extraction and automated send to ERP with Web API.
3.16. Kofax
• Feature: Automated invoice capture, matching, and routing using Kofax TotalAgility REST API.
3.17. Tipalti
• API: Vendor invoice automation via Tipalti Invoices API for capture and workflow assignment.
3.18. Esker
• Feature: AP Automation On-Demand, automates three-way match and exception workflow.
3.19. SAP Concur
• Feature: Concur Invoice API automates scan, match, and approval for government invoices.
3.20. IBM FileNet
• API: Automated document intake and invoice approval workflows using FileNet Content Engine API.
3.21. Alfresco
• REST API: Automate document management, invoice matching, and push approval tasks.
3.22. DocuSign
• API: Automate invoice approval and digital signature requests via the DocuSign Connect REST API.
3.23. MuleSoft
• Integration: MuleSoft Anypoint automator connects all invoice sources for automated workflow orchestration.
3.24. FreshBooks
• API: Automated Invoice Processing from uploaded email, routed via FreshBooks Invoice API.
3.25. UiPath
• Feature: RPA bots automate extraction, matching, and ERP submission with Orchestrator API.

Benefits

4.1. Automates the elimination of manual invoice reconciliation, reducing cycle times in public procurement.
4.2. Automatedly detects errors, duplicates, and compliance issues, reducing financial risk.
4.3. Proves full auditability for every stage, automating documentation and record retention.
4.4. Automator orchestrates stakeholder approvals, reducing bottlenecks and accelerating vendor payments.
4.5. Automation improves transparency, supporting governmental accountability efforts.
4.6. Automates cross-departmental integration for seamless procurement and AP data flow.
4.7. Automatable to fit large-scale government procurements, ensuring scalable and future-ready process automation.