Intake
A shared mailbox in your Microsoft 365 receives the invoices. Each attachment is saved to SharePoint with supplier name and date, with no one downloading anything.
Invoices and documents · companies of 10 to 100 people
Invoices that arrive by email and register themselves: supplier, amount, due date and who approves.
Today someone opens the email, downloads the PDF, forwards it for approval, retypes it into the ERP and files it. With Microsoft 365 that can run on its own, without changing your ERP or buying another tool.
Sounds familiar if…
- There is an “invoices” inbox one person checks, and when they're out, nobody does.
- Invoices get forwarded to the boss for an “ok” that lives in an email thread.
- Duplicates or late payments show up because the due date sat in a spreadsheet.
- Month-end closing happens at night, retyping what came in by email.
- Nobody knows an invoice's status without asking.
How I solve it
Extraction and validation
Supplier, number, amount and due date are read (AI Builder or OCR). Doubtful ones are flagged for a human; clear ones move on.
Approval with status
The approver gets the request in Teams or Outlook with a button. Who, when and what are recorded. No threads.
Registration and reminders
The approved invoice is prepared for your ERP (or logged in a list) and the due date reminds by itself 10 and 3 days ahead.
A published case (retail sector, no identifying data)
Invoices arrived by email and were downloaded, renamed and filed by hand, one by one; matching them against the order was a month-end chore. Now the attachment is read, matched against the order, filed with a unique naming scheme, and only what doesn't add up escalates to a person. Differences show up before paying, not at closing.
Where to start
Automation Opportunity Scan
Free · 30 min
How many invoices, how many hands, where it breaks. A clear verdict.
Systems Audit
€990, fixed price
Process mapped, cost with your data, 3 priority automations, 90-day roadmap. Credited if we implement.
Automation Sprint
From €1,500
The invoice flow running in your tenant, documented, with rollback. Optional retainer from €250/month if you want me to stay responsible.
Three questions
Do I need new licences?
Microsoft 365 Business Standard already includes Power Automate and SharePoint. AI Builder extraction may need extra capacity: we verify it in the Scan before promising anything.
Does it replace my ERP?
No. It prepares and approves before the invoice reaches the ERP; the posting is still done by your system or your team.
How long does it take?
A Sprint is weeks, not months, with a date in the proposal. We start with the scoped flow; the rest comes later.
Gerardo Gutiérrez Palenzuela · Technical lead
I automate inside the Microsoft 365 your company already pays for, from Tenerife. The flows stay in your account, documented, with no lock-in.
How many invoices reach you by email each month?
With that number and who handles them, I'll tell you in 30 minutes whether it's worth automating. If not, I'll say so too.