<h3>Objective</h3><p>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.</p><h3>Actors</h3><ul><li><p><strong>Automation Tool Or Platform:</strong> Artificio (software solution)</p></li><li><p><strong>Invoice Provider:</strong> Vendor or seller</p></li><li><p><strong>End User:</strong> Accountant or accounts payable personnel</p></li><li><p><strong>Manager:</strong> Approves invoices that exceed a threshold or are identified as outliers</p></li><li><p><strong>Google Drive API</strong></p></li><li><p><strong>QuickBooks API</strong></p></li><li><p><strong>SAP API</strong></p></li></ul><h3>Preconditions</h3><ul><li><p>The Artificio Automation Platform is set up and configured correctly.</p></li><li><p>The user has an active Google Drive account with sufficient storage.</p></li><li><p>The invoices are available in a format compatible with the Automation Platform.</p></li><li><p>The user has provided the required permissions for the Platform to access Google Drive and QuickBooks.</p></li><li><p>Threshold amounts and criteria for identifying outliers are predefined and configured within the system.</p></li></ul><h3>Basic Flow</h3><h4>1. Initiation</h4><ul><li><p>The End User launches the Automation Platform - Artificio.</p></li></ul><h4>2. Invoice Upload</h4><ul><li><p>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.</p></li></ul><h4>3. Data Extraction</h4><ul><li><p>Artificio classifies the documents and reads the invoices.</p></li><li><p>The Platform extracts key data pairs such as Invoice Number, Date, Vendor Name, Item Details, Amount, etc.</p></li></ul><h4>4. Data Verification</h4><ul><li><p>Artificio uses built-in algorithms and templates to verify that the extracted data matches the expected format and layout of a typical invoice.</p></li><li><p>Any discrepancies or anomalies are flagged for the End User's attention and put the document status as unverified.</p></li></ul><h4>5. Data Validation</h4><ul><li><p>Artificio validates the extracted data against predefined criteria (e.g., ensuring no negative amounts, correct date formats, etc.).</p></li><li><p>Invalid data entries are flagged, and the End User is prompted to review and correct if necessary.</p></li></ul><h4>6. Approval Workflow</h4><ul><li><p><strong>Threshold Check:</strong> Artificio checks if the invoice amount exceeds the predefined threshold or if it matches criteria for outliers.</p></li><li><p><strong>Email Approval Request:</strong> If the threshold is exceeded or an outlier is detected, Artificio automatically sends an email to the designated Manager with invoice details for approval.</p></li><li><p><strong>Manager Approval:</strong></p><ul><li><p>The Manager reviews the invoice details and approves or rejects the invoice via email.</p></li><li><p>If approved, Artificio proceeds to integrate the invoice with QuickBooks or Google Drive.</p></li><li><p>If rejected, Artificio notifies the End User to review and take appropriate action.</p></li></ul></li></ul><h4>7. Integration with QuickBooks</h4><ul><li><p>Upon successful verification, validation, and approval, Artificio connects to QuickBooks via its API.</p></li><li><p>The tool creates or updates invoices in QuickBooks with the extracted data.</p></li><li><p>A notification or log entry confirms successful integration with QuickBooks.</p></li></ul><h4>8. Integration with Google Drive (Optional)</h4><ul><li><p>Artificio connects to Google Drive via the Google Drive API.</p></li><li><p>The tool creates a new folder named "Invoices_YYYY_MM_DD" (where YYYY_MM_DD is the current date).</p></li><li><p>Extracted invoice data is converted into a desired format (e.g., spreadsheet) and saved into the newly created folder in Google Drive.</p></li><li><p>A notification or log entry confirms successful upload.</p></li></ul><h4>9. Completion</h4><ul><li><p>The End User can access, view, and further process the extracted invoice data from their Google Drive account or QuickBooks.</p></li></ul><h3>Alternative Flows</h3><h4>1. Manual Data Correction</h4><ul><li><p>If discrepancies are found during Data Verification or Validation, the End User is provided with an option to manually correct the data before integration.</p></li></ul><h4>2. Reprocess After Error</h4><ul><li><p>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.</p></li></ul><h3>Postconditions</h3><ol><li><p>Key data pairs from the invoices are successfully extracted, verified, validated, approved, and integrated into QuickBooks and optionally Google Drive.</p></li><li><p>The End User can easily access and work with the extracted data from their QuickBooks account or Google Drive.</p></li></ol><h3>Exceptions</h3><ol><li><p><strong>Format Incompatibility:</strong> If an uploaded invoice is in a format not compatible with Artificio, an error message is displayed.</p></li><li><p><strong>Google Drive Storage Limit:</strong> 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.</p></li><li><p><strong>Invalid Permissions:</strong> If the tool does not have the necessary permissions to access Google Drive or QuickBooks, the End User is prompted to grant access.</p></li><li><p><strong>Approval Delay:</strong> If the Manager does not approve the invoice within a set time frame, a reminder email is sent to ensure timely processing.</p></li></ol><h3>Benefits</h3><ol><li><p><strong>Efficiency:</strong> Eliminates manual data entry, reducing errors and saving time.</p></li><li><p><strong>Consistency:</strong> Ensures data is extracted, verified, and validated consistently for every invoice.</p></li><li><p><strong>Integration:</strong> Seamless integration with QuickBooks and Google Drive allows for easy data accessibility and sharing.</p></li><li><p><strong>Control and Oversight:</strong> The approval workflow adds an extra layer of control for high-value invoices and outliers, ensuring accuracy and compliance.</p></li></ol>

Artificio can automate the invoice posting process in quick-books 
 or SAP from scanned PDFs or images without human touch. Automate all manual data entry to create bills or post invoices in any ERP system, web-portals or databases.

Automating Invoice Posting in ERP Systems with Artificio

<h1><strong>The Paperwork Predicament</strong></h1><p>Logistics and trucking companies are often bogged down by a mountain of paperwork. From invoices and bills of lading to receipts and beyond, the volume of documents can be overwhelming. Manually processing this paperwork is time-consuming, error-prone, and a significant drain on resources.&nbsp;</p><h2><strong>Artificio: Your Paperwork Solution</strong>&nbsp;</h2><p>Artificio offers a comprehensive solution to streamline document processing and unlock your business's full potential.&nbsp;</p><h3><strong>Intelligent Document Processing</strong></h3><ul><li><p><strong>Versatile Document Handling:</strong> Process a wide range of document types, including invoices, bills of lading, receipts, and more, both physical and digital.&nbsp;</p></li></ul><ul><li><p><strong>Advanced OCR Technology:</strong> Utilize state-of-the-art Optical Character Recognition (OCR) to accurately extract data from documents, regardless of format or quality.&nbsp;</p></li></ul><ul><li><p><strong>AI-Powered Data Extraction:</strong> Employ cutting-edge artificial intelligence to intelligently identify and extract key information from documents, such as invoice numbers, dates, amounts, and recipient details.&nbsp;</p></li></ul><h2><strong>Seamless Integration</strong></h2><ul><li><p><strong>Connect to Your Systems:</strong> Effortlessly integrate Artificio with your existing systems, including popular cloud storage platforms like Google Drive and OneDrive, accounting software like QuickBooks, and enterprise resource planning (ERP) solutions.&nbsp;</p></li></ul><ul><li><p><strong>Real-Time Data Sync:</strong> Ensure data accuracy and consistency by synchronizing information between Artificio and your core systems in real-time.&nbsp;</p></li></ul><ul><li><p><strong>Customizable Data Mapping:</strong> Flexibly map extracted data fields to specific fields in your target systems to optimize workflow efficiency.&nbsp;</p></li></ul><h2><strong>Automation and Efficiency</strong></h2><ul><li><p><strong>Automated Document Workflow:</strong> Streamline your document processing by automating routine tasks, such as document classification, data extraction, and data entry.&nbsp;</p></li></ul><ul><li><p><strong>Reduced Manual Intervention:</strong> Minimize human error and free up your staff to focus on higher-value activities by automating time-consuming manual processes.&nbsp;</p></li></ul><ul><li><p><strong>Accelerated Processing Times:</strong> Significantly reduce document processing time, enabling faster invoice approval, payment processing, and other critical operations.&nbsp;</p></li></ul><h2><strong>Enhanced Decision Making</strong></h2><ul><li><p><strong>Data-Driven Insights:</strong> Leverage extracted data to generate valuable insights and reports for informed decision making.&nbsp;</p></li></ul><ul><li><p><strong>Improved Financial Management:</strong> Gain better control over your finances by automating invoice processing and payment reconciliation.&nbsp;</p></li></ul><ul><li><p><strong>Optimized Operations:</strong> Identify process bottlenecks and areas for improvement to optimize your business operations.&nbsp;</p></li></ul><h2><strong>Customizable Communication</strong></h2><ul><li><p><strong>Dynamic Document Generation:</strong> Create customized emails, forms, or PDFs based on extracted data to streamline communication with customers, suppliers, and internal stakeholders.&nbsp;</p></li></ul><ul><li><p><strong>Personalized Templates:</strong> Design professional and consistent documents using pre-defined templates to enhance your brand image.&nbsp;</p></li></ul><ul><li><p><strong>Automated Notifications:</strong> Send timely notifications based on document content or workflow status to keep everyone informed.&nbsp;</p></li></ul><h2><strong>Reap the Benefits of Artificio</strong>&nbsp;</h2><p>By choosing Artificio, you can:&nbsp;</p><ul><li><p>Dramatically improve operational efficiency and productivity&nbsp;</p></li></ul><ul><li><p>Reduce costs associated with manual document processing&nbsp;</p></li></ul><ul><li><p>Enhance data accuracy and reliability&nbsp;</p></li></ul><ul><li><p>Gain valuable insights to drive business growth&nbsp;</p></li></ul><ul><li><p>Improve customer satisfaction through faster response times&nbsp;</p></li></ul><p>&nbsp;</p><p><strong>To learn more, please visit our </strong><a target="_self" rel="" href="https://artificio.ai/"><strong><u>website</u></strong></a><strong> or </strong><a target="_self" rel="" href="https://platform.artificio.ai/online-forms/Demo_Requests/6539236c66517fcf27f2aef9/"><strong><u>schedule a demo</u></strong></a></p>

Artificio boosts logistics efficiency with AI-powered doc processing, automating data extraction, integration, & workflow.

Artificio: Streamline Logistics Operations

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Artificio: Streamline Logistics Operations

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