Vendor & Partner CoordinationPurpose
1.2. Automates approval routing to relevant workshop heads, automating exception notifications.
1.3. Reduces errors by automating cross-checks, automates customizable approval flows, and ensures audit-ready records.
1.4. Automates reminders and escalations if invoice approvals are delayed, with real-time tracking.
1.5. Ensures automator-ready integration with accounting, ERP, inventory, and communication systems for seamless vendor relationship and spend management.
Trigger Conditions
2.2. Vendor uploads invoice to shared Google Drive/OneDrive folder.
2.3. API detects new invoice record in accounting or ERP system.
2.4. Manual initiation on receiving physical invoices, via form-fill automation.
2.5. QR/barcode scan automates document submission at receiving desk.
Platform Variants
3.1. Microsoft Power Automate
• Feature/Setting: "When a new email arrives (V3)"; configure with shared AP inbox and auto-forward PDF for processing.
3.2. Zapier
• Feature/Setting: "New File in Folder" trigger for Google Drive; set up automated matching via multi-step automations.
3.3. Google Apps Script
• Feature/Setting: Script receives and parses invoice PDF stored in Drive, automates data extraction and checks PO data.
3.4. DocuWare
• Feature/Setting: Intelligent Indexing for invoice recognition; workflow automates multi-level approval routing.
3.5. SAP Business One
• API: "Incoming Invoice Service Layer API"; configure to fetch and match invoices with POs.
3.6. Sage Intacct
• API: "Vendor Invoices"; automates GET/POST endpoints to match vendor details and trigger routing.
3.7. QuickBooks Online
• API: "/invoices/read" and "/purchaseorders/read"; automate lookups and route via QuickBooks workflows.
3.8. Xero
• API: "Invoices & PurchaseOrders API"; match and automates approval via "WorkflowMax" task.
3.9. Oracle NetSuite
• API: "REST Invoice and PurchaseOrder"; custom suitelets automate exception handling and notification.
3.10. Coupa
• API: "Invoices API" + "Approvals API"; setup automated invoice-to-PO matching and approval workflow.
3.11. Airslate
• Feature/Setting: "Automated Approval Flow creator"; define vendor-specific matching and routing steps.
3.12. Approve.com
• Feature/Setting: Automated vendor billing workflow; setup invoice upload, automate PO match, forward for approval.
3.13. Monday.com
• Automation: "When item is created, run automation"; map invoice data columns, trigger approval status.
3.14. Asana
• Integration: Use "Invoice Automation" app; sets tasks for invoice review, automates reminders.
3.15. Box
• API: "New File Event Listener"; triggers document parsing automator bot for matching and routing.
3.16. UiPath
• RPA Process: Document Understanding module configured to extract invoice data, match and automate multi-level routing.
3.17. ABBYY FlexiCapture
• Setting: Data extraction template for vendor invoices; automates validation against ERP via connector.
3.18. Pabbly Connect
• Automation: "New Document in Folder" triggers workflow for data extraction, automating match and notify.
3.19. Dropbox
• API: "New File in Folder"; webhook triggers API call to accounting system for automated matching.
3.20. Odoo
• API: "account.move" endpoint for invoices; automatically matches with "purchase.order" and triggers routing logic.
3.21. Make (formerly Integromat)
• Scenario: Automated webhook trigger for invoice ingestion, scenario automates matching and approval notification chain.
3.22. Smartsheet
• Automation: "Row Added" workflow; triggers automated matching scripts and approval assignment.
Benefits
4.2. Automated process eliminates manual coordination, freeing staff for critical repairs.
4.3. Enables scalable automatable workflows as vendor base grows.
4.4. Increases transparency by automatedly logging every approval step.
4.5. Real-time automation speeds up partner reconciliation and avoids payment delays.
4.6. Automating compliance safeguards against missed audits or unauthorized payments.
4.7. Automates follow-up reminders, reducing bottlenecks in vendor payment lifecycle.