Automated document exchange (invoices, shipping documents)

Purpose

1. Automates document exchange between vendors and suppliers, specifically targeting invoices, shipping documents, and order confirmations in a bazaar retail context.

2. Reduces manual intervention, error-prone data entry, and delays by automating file transfer, receipt, logging, and acknowledgment workflows end-to-end.

3. Enables compliance, transparency, and real-time auditing of transactional records.

4. Automates data synchronization across disparate systems (ERP, accounting, inventory) in multi-vendor bazaar environments.

5. Automates notification and escalation processes upon receipt/failure of key documents, ensuring business continuity and partnership trust.

Trigger Conditions

1. Invoice or shipping document generated in POS, ERP, or accounting software.

2. Document upload, email receipt, or webhook event from vendor portal.

3. File creation in shared cloud storage (Google Drive, Dropbox, OneDrive).

4. Status update on shipping/order management platform.

5. API call or scan event from mobile procurement device.

6. Time-based triggers (scheduled daily/weekly automated batch processing).

Platform Variants

1. Microsoft Power Automate

• Flow: Automate file transmission by setting up a flow triggered by new file in SharePoint/OneDrive; configure HTTP actions for vendor API.
  

2. Zapier

• Zap: Automates collection and forwarding of documents from Gmail/Drive to Slack, Dropbox, or HTTP Webhooks.
  

3. Make (Integromat)

• Scenario: Automator for parsing attachments, storing in cloud, and sending status messages via Teams or email API.
  

4. Google Cloud Functions

• Trigger: Automating document exchange with event-driven scripts; use Storage Triggers and Gmail API.
  

5. AWS Lambda

• Trigger: Automatedly processes S3 uploads, sends emails using SES, and logs events to DynamoDB API.
  

6. Azure Logic Apps

• Workflow: Automate document conversion, attachment extraction, and vendor connection using built-in connectors.
  

7. IBM App Connect

• Flow: Automates the integration between ERP, email, and supplier platforms; configure mapping and scheduling.
  

8. DocuSign

• API: Automated sending and archiving of signed invoices using eSignature REST API with document status callbacks.
  

9. Adobe Acrobat Sign

• Workflow: Automates distribution and collection of digital supplier documents via REST API and webhook events.
  

10. Dropbox

• API: Configurable file upload triggers and automated sharing/linking with vendor folders using upload and sharing endpoints.
  

11. Google Drive

• Automation: Watches folder for new files and shares with supplier emails via the Permissions API.
  

12. Box

• API: Automates folder creation, document upload, and task assignment using the file and webhook APIs.
  

13. Salesforce

• Platform Event: Automated sending of invoices from Opportunity/Order object via Apex callouts or email templates.
  

14. QuickBooks Online

• Automation: When invoice finalized, automates PDF generation and sends via API or connected workflow builder.
  

15. Xero

• Workflow: Upon invoice approval, automates document backup and supplier notification via API and connected apps.
  

16. SAP Cloud Platform Integration

• Flow: Automates document interchange using IDoc, RFC, and SFTP adapters for vendor integration.
  

17. Oracle Integration Cloud

• Orchestration: Automates O2C and P2P flows, sending documents via REST/SOAP to supplier endpoints.
  

18. Slack

• Workflow: Automates sending/sharing of document links and automated notifications via Incoming Webhooks or Slack API.
  

19. Twilio SendGrid

• Trigger: Automates sending of invoice PDFs as email attachments using Send Mail API, with delivery reporting.
  

20. SMTP2GO

• API: Configured for automating transactional document emails to suppliers via authenticated SMTP API.
  

21. SFTP Servers

• Automation: Automator for scheduled secure upload/download of documents using paramiko API (Python) or FileZilla CLI.
  

Benefits

1. Automates manual document handling, saving time and reducing errors.

2. Ensures compliance and audit trails by automating document transmission logs.

3. Increases transparency in vendor-supplier relationships by automating status updates and notifications.

4. Scales easily, allowing more vendors to join automatable flows.

5. Reduces latency in procurement and shipping by automatedly pushing documents in real-time.

6. Supports hybrid and remote operational models via cloud automation.

7. Improves security with encrypted automated document transfers.

8. Centralizes documentation, making automated finding and retrieval possible.

9. Automates integration with existing Bazar/retail ERPs.

10. Eliminates document duplication and data loss.