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Administration · retail · Automation · 2026
Supplier invoices that read and file themselves
The invoice arrives by email, the data is extracted, checked against the order and filed where it belongs. Only what doesn't match reaches a person.
Described by sector, with no identifiable data.
Intake
Email
Matching
Against the order
What escalates
Only mismatches
Filing
Searchable
Power AutomateAI BuilderSharePointOutlook 365
Context
- Invoices arrived by email and were downloaded, renamed and filed by hand, one at a time.
- Matching them against orders was a month-end job nobody wanted.
The problem
- Invoices filed under whatever name they arrived with, impossible to find later.
- Differences between ordered and invoiced spotted weeks late, already paid.
What I did
- Document reading to extract supplier, number, date, net and total.
- Automatic matching against the order: if it agrees it files itself, if not it flags with both figures side by side.
- Filing under a single naming scheme by supplier and period, searchable from day one.
- A processing log so month-end is a review rather than a search.
Result
- Differences are seen before paying, not at close.
- Finding an invoice went from minutes to seconds.