Process flow for Invoice Processing

After receiving an email with the PDF attachment, the user is required to manually access the document, read the information and process the invoice.

This automation solution uses RPA to manage this manual task automatically.

When an email with the PDF attachment is received with information such as Invoice Date, Invoice Number and Total Amount, this solution uses RPA to read the configured email account and email folder. After emails are found, the system uses the logic to review the email contents and processes the invoice accordingly.

This automation solution also helps in:
  • Removing the manual work from the invoicing process by using GenAI to extract the information from emails.
  • Processing invoices within the timelines and keeping the stakeholders informed.
  1. User receives an email from the Supplier with a PDF attachment that contains invoice information.
  2. The RPA checks if the configurationfolder is available. If, this folder is not available the respective directories are created.
  3. The email of the user is verified based on the value specified in the userparameter.
  4. Search for the required emailfolder and download the unread PDF or email.
    Note: 
    • You must provide the email account details.
    • The emails are retrieved based on the value specified in the numberOfEmails.
  5. This information is displayed in the generated pdf:
    • Shipment Number (mandatory)
    • Carrier
    • Carrier Number
    • Vehicle Number
    • Pro Number
    • Container Number
    • Tracking Number
    Note: If mandatory values are missing, a record is logged in ManualConfiguration.csv for user correction.
  6. The downloaded attachments are stored in the BOLFolder/EmailAttachments folder.
  7. After the Invoice is processed, a notification is sent to the user defined in the userIdentifier.