AI-controlled invoice inbox: Your path to more efficient invoice management

In today's dynamic business world, efficiency and automation sit at the top of every company's goals. One area where you shouldn't neglect either is the capture of your incoming documents.

With the help of Power Automate and artificial intelligence (AI), you can easily optimize your invoice management process and use features such as the payment run and batch transfers in weclapp.

As of 2023. How weclapp captures incoming invoices on its own today (OCR, e-invoice, Mail2Invoice) and when a custom flow still makes sense is covered on the page Automatically posting incoming invoices.

A look at the AI Invoice Inbox

The main goal of the AI Invoice Inbox is to automate the transfer of purchase invoices into your weclapp ERP system. With advanced AI technology, invoices and their line items are captured and matched precisely, even PO numbers for purchase order invoices.

The automation process

Depending on your needs, the entire process can be split into one or two central flows:

One flow, straight from the email to the incoming invoice:

• Automatic processing: As soon as an invoice document arrives in the invoice mailbox, an automated flow is triggered that handles the further processing of the invoice and stores it in weclapp.

Two flows (recommended), via a storage folder to the incoming invoice:

• Filing invoices: The invoice documents land automatically in a dedicated SharePoint folder, whether through an incoming email with an invoice attachment in your mailbox or by scanning invoices directly into the designated folder with the OneDrive app.
  
  
• Automatic processing: As soon as a new document appears in the SharePoint folder, an automated flow is triggered that handles the further processing of the invoice.

During automatic processing, the system matches the documents based on the supplier's UID, the PO number and the supplier name. The flow recognizes the line items and uploads the data and the document as a PDF. It is also possible to rename the PDF document and to store additional documents with the invoice, such as proofs of delivery, delivery notes, etc.

Flexibility and transparency

We rely on the proven Microsoft AI Builder, which draws on reliable Microsoft AI models as an AI model as a service. For you, that means it is ready to use right away, without complications.

Another highlight of our AI Invoice Inbox is how adaptable it is. It is not a rigid standard solution but a flexible system that works like a template and can be shaped quickly and easily to your individual needs. That way you always keep full control over the process and can design it around your specific requirements.

Training a customized AI model is also possible in just a few clicks, to bring recognition rates for special document formats to the highest level.

Final thoughts

The AI-driven Invoice Inbox stands for a structured and efficient approach to invoice management. By combining AI, automated flows and the OneDrive app, you can optimize your invoice management without giving up control and transparency.

If you, too, want to revolutionize your incoming invoice workflow, book your Power Automate 4 weclapp workshop right away.