If your Accounts Payable team still matches vendor invoices to purchase orders manually, you’re leaving time, money, and control on the table. Our GRN Automation solution uses Microsoft 365 to digitize invoices, reconcile them with ERP purchase orders, and route approvals in Teams—delivering maker‑checker controls, fewer errors, and faster payments.
The architecture below shows the end‑to‑end flow: service mailbox capture, AI‑driven extraction, ERP PO ingestion, reconciliation, Teams approvals, and optional payment automation.
Business Outcomes
|
Outcome |
What Changes |
Why It Matters |
|
Fewer Errors |
AI‑extracted invoice
data + guided reconciliation |
Reduces mismatches and
manual keying mistakes |
|
Stronger Controls |
Maker‑checker approvals in Teams |
Enforces policy and auditability in AP |
|
Faster Cycle Time |
Touchless capture →
instant PO context |
Accelerates GRN
completion and payment readiness |
|
AP Visibility |
Structured invoice/PO data in Microsoft 365 |
Know your real‑time payables position |
KPIs to Track
Benchmark and monitor automation impact. Example KPIs shown below (illustrative values).
Implementation Checklist
- Create a dedicated service mailbox for vendor invoices and define forwarding rules.
- Build a SharePoint Invoices library and metadata for Vendor, Invoice No., Date, PO No., Amount, Tax.
- Configure Power Automate for email ingestion and AI Builder extraction (train if needed).
- Ingest open PO data from ERP (SAP/others) into SharePoint/Dataverse via API or file.
- Implement reconciliation logic (auto‑match + manual assist) and GRN status updates.
- Publish Teams approval workflow (maker‑checker) and notifications to Finance.
- Optional: Integrate payment initiation via bank API with policy gates.
- Apply audit, DLP, and access policies; define KPIs and dashboards.
Approval Workflow (Maker‑Checker)
Approvals are executed in Microsoft Teams to enforce maker‑checker controls.
