Supplier invoice management and payment reminders

Purpose

1.1. Automated supplier invoice management streamlines collection, processing, approval, and payment of supplier invoices for leather goods retail stores.
1.2. Automation reduces manual errors, accelerates reconciling invoices, improves vendor relationships, and ensures timely payment reminders.
1.3. Integrated invoice-approval workflows, scheduled reminders, and multi-channel notifications foster better vendor compliance and financial discipline.

Trigger Conditions

2.1. New invoice received by email, upload, or directly into accounting software.
2.2. Invoice due date approaching or reached.
2.3. Status change in invoice, e.g., from “pending” to “approved”.
2.4. Vendor added or payment terms changed in supplier records.
2.5. Invoice discrepancy identified via automated data validation.

Platform Variants

3.1. QuickBooks
• Feature/Setting: Webhooks on new/updated bill; configure automated fetch of supplier invoice objects.
3.2. Xero
• Feature/Setting: GET/POST Invoices API; set automation to trigger on new or approved invoices.
3.3. SAP Business One
• Feature/Setting: DI API for bill creation and payment schedules; schedule fetch for invoice due dates.
3.4. Microsoft Dynamics 365
• Feature/Setting: Power Automate “When an invoice is created” trigger; setup automated notifications.
3.5. Zoho Books
• Feature/Setting: Webhook on new purchase invoice; automate reminders on due invoices.
3.6. NetSuite
• Feature/Setting: SuiteTalk SOAP API; automate invoice status checks and payment reminders.
3.7. Oracle Fusion Cloud
• Feature/Setting: REST API “Get Invoices”; automate query and reminders via scheduled job.
3.8. MYOB
• Feature/Setting: API endpoint /purchase/bill; automate status polling and notification dispatch.
3.9. FreshBooks
• Feature/Setting: GET Invoices API; automate periodic fetch and send reminders when due.
3.10. SAP Concur
• Feature/Setting: InvoiceExtract API; automator pulls invoice, validates and triggers email alert.
3.11. Sage Intacct
• Feature/Setting: read_purchases API; automates scan for overdue invoices, triggers SMS.
3.12. Odoo
• Feature/Setting: /account.invoice API; configure automation for supplier invoice workflow.
3.13. Wave
• Feature/Setting: Webhooks on bill creation; automate fetching and mailing of reminders.
3.14. Twilio SMS
• Feature/Setting: SendMessage API; automates SMS reminders to accounts team for pending payments.
3.15. Slack
• Feature/Setting: chat.postMessage API; automate invoice approval notifications to procurement channel.
3.16. Microsoft Outlook
• Feature/Setting: Office 365 - On new email with attachment; automates invoice extraction and processing.
3.17. Gmail
• Feature/Setting: “When new email arrives” trigger; automator downloads and saves attached supplier invoices.
3.18. DocuSign
• Feature/Setting: Envelopes:create; automate sign-off workflow for invoice approval.
3.19. Google Sheets
• Feature/Setting: On new row added; automates record update for approved supplier invoices.
3.20. SendGrid
• Feature/Setting: mail/send API; configure auto-reminders or escalation notices to suppliers.
3.21. Dropbox
• Feature/Setting: files/upload API; automates invoice file archival.
3.22. Trello
• Feature/Setting: createCard API; automatedly logs invoices needing follow-up.

Benefits

4.1. Automation reduces manual workload, human error, and risk of late payment penalties.
4.2. Accelerates invoice approval cycle through automated multi-channel reminders.
4.3. Improves supplier trust and relationship by ensuring timely and accurate payments.
4.4. Enables auto-escalations and visibility for aging payables through automated dashboards.
4.5. Automated document management makes audits and compliance effortless.

This structured automation approach ensures every aspect of supplier invoice management and payment reminders is automated across platforms and communication channels.