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. The unread emails of the user are accessed based on the value specified in the emailFolder parameter.
    Note: 
    • You must provide the email account details.
    • The emails are retrieved based on the value specified in the numberOfEmails.
  5. The data extracted from the PDFs are saved in the DataLake database for audit, analytics, or archival purposes.
  6. If a mandatory value is missing in the invoice, the record is displayed in the Missing Information tab of the Review Center including column headers and line items.
  7. If the purchase order not available in the application or the invoice already exists, the record is displayed in the Others tab of the Review Center.
  8. If the purchase order number not available or is not recognized by GenAI , the record is displayed in the Needs Verification tab of the Review Center.
  9. If the total amount specified in the invoice is different from the total amount specified in the application, the record is displayed in the Adjustments tab of the Review Center.
  10. The downloaded attachments are stored in the BOLFolder/ EmailAttachments folder.
  11. After the Invoice is processed, a notification is sent to the user defined in the userIdentifier.