Automating Invoice Processing in SharePoint
Manual invoice processing in SharePoint often feels overwhelming, with repetitive steps and room for error. But there’s a smarter way to handle it—one that simplifies workflows and boosts efficiency.
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For many enterprises, managing invoices remains a labor-intensive process, with employees manually uploading files, looking for key details, and populating fields in SharePoint. This repetitive workflow often leads to inefficiencies, errors, and frustration, particularly when handling large volumes of invoices. But automation can turn this cumbersome process into an effortless, streamlined system.
In a recent webinar, we explored how AI-driven tools and Microsoft Power Automate can automate invoice processing, making manual entry a thing of the past. Using a clear workflow, we demonstrated how to process metadata from invoices and seamlessly update SharePoint libraries—all with minimal manual effort.
Time-Consuming Manual Invoice Management
Traditionally, handling invoices involves multiple steps:
- Receiving an invoice via email.
- Uploading it to SharePoint.
- Manually reviewing the document to process key information, such as invoice numbers, total amounts, or supplier details.
- Entering this data into SharePoint columns.
This process is not very time-intensive as well as prone to errors, especially when teams are managing dozens or even hundreds of invoices daily. Inconsistent metadata entry can lead to disorganized records, delayed payments, and costly mistakes.
Automating Invoice Processing with AI and Power Automate
With AI and Power Automate, businesses can automate the entire workflow, from receiving an invoice to updating SharePoint. Here’s how it works:
Step 1: Setting Up a Process Template for Metadata Processing
The first step is to create a process template that tells the AI system what information to process from invoices. This ensures consistency and accuracy in metadata handling. Fields such as:
- Invoice Number
- PO Number
- Supplier Company Name and Address
- Total Price (excluding VAT)
- Total VAT Amount
are added to the template, matching SharePoint’s column names exactly. This alignment ensures smooth integration and prevents errors.
Step 2: Processing the Invoice and Generating a JSON File
Once the process template is set, the invoice is uploaded to the AI platform. The system processes the defined metadata and generates two files:
- The original invoice (PDF).
- A JSON file containing the processed data.
This JSON file provides a blueprint for Power Automate, mapping metadata to specific SharePoint fields.
Step 3: Building the Power Automate Flow
With the help of Power Automate, the workflow comes to life. The flow performs the following tasks:
- Monitors a designated email folder for new invoices.
- Processes the JSON data and PDF file from the email.
- Uploads the PDF to the appropriate SharePoint folder.
- Updates SharePoint columns using the metadata from the JSON file.
From this point forward, the system operates autonomously. The only manual task is forwarding the invoice email to the AI system’s unique connector email.
Putting the Workflow to the Test
During the webinar, we tested the setup in real-time:
- An invoice email was forwarded to the AI system.
- Within minutes, the metadata and original PDF were processed and automatically uploaded to SharePoint.
- SharePoint columns were populated with accurate metadata, eliminating the need for manual entry.
This demonstration showcased the speed, accuracy, and reliability of the automated workflow, highlighting how it simplifies what was once a tedious task.
You can watch the video bellow to see the full step by step tutorial:
The Value of Automation
Automating invoice processing delivers tangible benefits, including:
- Increased Efficiency: Save hours of manual effort by automating repetitive tasks.
- Improved Accuracy: Eliminate errors associated with manual data entry.
- Scalability: Handle growing volumes of invoices without additional strain on your team.
- Streamlined Workflows: Keep SharePoint libraries organized and up-to-date with minimal effort.
According to McKinsey, businesses that adopt automation for document processing see a 30-50% improvement in operational efficiency, making it a critical tool for organizations looking to optimize workflows.
By combining AI-powered metadata processing with Power Automate’s seamless integration capabilities, businesses can transform their invoice processing workflows. This automated system eliminates manual entry, reduces errors, and allows teams to focus on higher-value tasks.
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