Automate Invoice Posting and Approval workflow

Objective

Automate the process of extracting key data pairs from invoices received via email, verify their accuracy, validate the data against predefined criteria, and seamlessly integrate or upload them to QuickBooks or Google Drive. Additionally, implement a workflow for email approval from managers when invoices exceed a specified threshold or when outliers are detected.

Actors

• Automation Tool Or Platform: Artificio (software solution)

• Invoice Provider: Vendor or seller

• End User: Accountant or accounts payable personnel

• Manager: Approves invoices that exceed a threshold or are identified as outliers

• Google Drive API

• QuickBooks API

• SAP API

Preconditions

• The Artificio Automation Platform is set up and configured correctly.

• The user has an active Google Drive account with sufficient storage.

• The invoices are available in a format compatible with the Automation Platform.

• The user has provided the required permissions for the Platform to access Google Drive and QuickBooks.

• Threshold amounts and criteria for identifying outliers are predefined and configured within the system.

Basic Flow

1. Initiation

• The End User launches the Automation Platform - Artificio.

2. Invoice Upload

• The End User uploads invoices into the Quick extractor Automation AI/ML model (Invoice Standard extractor or Invoice Custom Model ) via email or direct upload in the platform.

3. Data Extraction

• Artificio classifies the documents and reads the invoices.

• The Platform extracts key data pairs such as Invoice Number, Date, Vendor Name, Item Details, Amount, etc.

4. Data Verification

• Artificio uses built-in algorithms and templates to verify that the extracted data matches the expected format and layout of a typical invoice.

• Any discrepancies or anomalies are flagged for the End User's attention and put the document status as unverified.

5. Data Validation

• Artificio validates the extracted data against predefined criteria (e.g., ensuring no negative amounts, correct date formats, etc.).

• Invalid data entries are flagged, and the End User is prompted to review and correct if necessary.

6. Approval Workflow

• Threshold Check: Artificio checks if the invoice amount exceeds the predefined threshold or if it matches criteria for outliers.

• Email Approval Request: If the threshold is exceeded or an outlier is detected, Artificio automatically sends an email to the designated Manager with invoice details for approval.

• Manager Approval:

  • The Manager reviews the invoice details and approves or rejects the invoice via email.

  • If approved, Artificio proceeds to integrate the invoice with QuickBooks or Google Drive.

  • If rejected, Artificio notifies the End User to review and take appropriate action.

7. Integration with QuickBooks

• Upon successful verification, validation, and approval, Artificio connects to QuickBooks via its API.

• The tool creates or updates invoices in QuickBooks with the extracted data.

• A notification or log entry confirms successful integration with QuickBooks.

8. Integration with Google Drive (Optional)

• Artificio connects to Google Drive via the Google Drive API.

• The tool creates a new folder named "Invoices_YYYY_MM_DD" (where YYYY_MM_DD is the current date).

• Extracted invoice data is converted into a desired format (e.g., spreadsheet) and saved into the newly created folder in Google Drive.

• A notification or log entry confirms successful upload.

9. Completion

• The End User can access, view, and further process the extracted invoice data from their Google Drive account or QuickBooks.

Alternative Flows

1. Manual Data Correction

• If discrepancies are found during Data Verification or Validation, the End User is provided with an option to manually correct the data before integration.

2. Reprocess After Error

• If there's a failure during the extraction, approval, or integration process, the End User is prompted with an error message and given the option to retry.

Postconditions

1. Key data pairs from the invoices are successfully extracted, verified, validated, approved, and integrated into QuickBooks and optionally Google Drive.

2. The End User can easily access and work with the extracted data from their QuickBooks account or Google Drive.

Exceptions

1. Format Incompatibility: If an uploaded invoice is in a format not compatible with Artificio, an error message is displayed.

2. Google Drive Storage Limit: If the user's Google Drive account reaches its storage limit during the integration process, the upload is paused, and a notification is sent to the End User.

3. Invalid Permissions: If the tool does not have the necessary permissions to access Google Drive or QuickBooks, the End User is prompted to grant access.

4. Approval Delay: If the Manager does not approve the invoice within a set time frame, a reminder email is sent to ensure timely processing.

Benefits

1. Efficiency: Eliminates manual data entry, reducing errors and saving time.

2. Consistency: Ensures data is extracted, verified, and validated consistently for every invoice.

3. Integration: Seamless integration with QuickBooks and Google Drive allows for easy data accessibility and sharing.

4. Control and Oversight: The approval workflow adds an extra layer of control for high-value invoices and outliers, ensuring accuracy and compliance.