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All solutions02 / Finance & documents

Finance & documents

Validate and post incoming invoices

Invoices are captured, validated and moved through approval, accounting and archiving with explicit exception controls.

Complexity
Complex
Implementation time
6–10 weeks
Suitable industries
Manufacturing · Commerce · Professional services

Example: Manufacturing

Process architecture

From intake to a dependable outcome.

Every phase contains clear, traceable steps. Checks, branches and handoffs remain visible instead of disappearing into a black box.

Process diagram

  • 09Nodes
  • 11Connections
  • 03Phases
Environment

01Input

Intake & context

Sources, data and business context are brought together in a controlled way.

3 Steps

02Process

Logic & control

Rules, AI and human review form the traceable process core.

3 Steps

03Output

Result & handoff

Results are handed to people and systems of record in a structured form.

3 Steps

Source01

Capture the document

PDF, scan, XRechnung or ZUGFeRD files are collected from email, portals or monitored folders.Details

Process node 01Source

Capture the document

PDF, scan, XRechnung or ZUGFeRD files are collected from email, portals or monitored folders.

Interfaces
  • Microsoft Graph API
  • SharePoint API
Next steps
  • Match master data
Data02

Match master data

Supplier, purchase order, cost center and payment terms are added from ERP and procurement.Details

Process node 02Data

Match master data

Supplier, purchase order, cost center and payment terms are added from ERP and procurement.

Interfaces
  • Azure AI Document Intelligence
  • Mistral OCR
  • Dataverse API
Next steps
  • Connect supporting records
Data03

Connect supporting records

Delivery notes, orders and contract information are associated with the case.Details

Process node 03Data

Connect supporting records

Delivery notes, orders and contract information are associated with the case.

Interfaces
  • Azure AI Document Intelligence
  • Mistral OCR
  • Dataverse API
Next steps
  • Extract invoice data
Action04

Extract invoice data

OCR and document AI read header, line, tax and payment data into a structured model.Details

Process node 04Action

Extract invoice data

OCR and document AI read header, line, tax and payment data into a structured model.

Interfaces
  • Power Automate
  • Azure Functions
  • Microsoft Graph API
Next steps
  • Apply business validation
Decision05

Apply business validation

Duplicates, required fields, totals, purchase references and tolerances are checked automatically.Details

Process node 05Decision

Apply business validation

Duplicates, required fields, totals, purchase references and tolerances are checked automatically.

Interfaces
  • Azure OpenAI GPT
  • Anthropic Claude
  • AI Builder
Next steps
  • Prepare postingDirect path
  • Release payment
  • Archive the evidence
  • Manage approvalReview required
Approval06

Manage approval

Exceptions and approval thresholds follow roles, delegates and escalation deadlines.Details

Process node 06Approval

Manage approval

Exceptions and approval thresholds follow roles, delegates and escalation deadlines.

Interfaces
  • Teams Adaptive Cards
  • Power Apps
Next steps
  • Prepare posting
  • Release payment
  • Archive the evidence
Result07

Prepare posting

Coding, tax key and posting proposal are transferred to the ERP with full context.Details

Process node 07Result

Prepare posting

Coding, tax key and posting proposal are transferred to the ERP with full context.

Interfaces
  • Power BI API
  • Teams Webhook
Result08

Release payment

Only complete and approved cases enter the defined payment process.Details

Process node 08Result

Release payment

Only complete and approved cases enter the defined payment process.

Interfaces
  • Power BI API
  • Teams Webhook
Result09

Archive the evidence

Original file, validation result, approvals and changes are stored together.Details

Process node 09Result

Archive the evidence

Original file, validation result, approvals and changes are stored together.

Interfaces
  • Power BI API
  • Teams Webhook
  • Standard path
  • Direct path
  • Review required

Steps in execution order

System landscape

Interfaces and apps working together.

  • Microsoft

    Microsoft Graph API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    SharePoint API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure AI Document Intelligence

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Mistral OCR

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Dataverse API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power Automate

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure Functions

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure OpenAI GPT

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Anthropic Claude

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    AI Builder

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Teams Adaptive Cards

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power Apps

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Dynamics 365 API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure Service Bus

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power BI API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Teams Webhook

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Potential interfaces

    ERP REST / OData / IDoc

    Master-data matching and controlled transfer of posting proposals.

  • Potential interfaces

    Email, Peppol or upload

    Combines structured and unstructured intake channels.

  • Potential interfaces

    DMS and archive API

    Compliant storage with complete processing evidence.

  • Potential apps & platforms

    SAP, Business Central or DATEV

    Master data, coding and financial accounting.

  • Potential apps & platforms

    Teams & Power Automate

    Approvals, questions and escalation in the flow of work.

Delivery in context

Not merely automated, but dependable in daily work.

The production scope is aligned with invoice volume, formats, ERP landscape and existing approval rules. A pilot will usually start with a clearly bounded supplier or invoice category.

Automation does not mean uncontrolled posting. Every rule, tolerance and human decision remains documented and can be tested with representative documents.

Starting point

Invoices reach the business through multiple channels. Data is copied several times, purchase references are missing and questions delay both month-end close and payment.

Target outcome

Fewer capture errors, clear validation steps and an auditable path from document to accounting entry.

Expected value

  • Less manual capture and fewer duplicates
  • Faster, traceable approvals
  • Earlier detection of price and quantity variance
  • Complete validation trail for audit and compliance

What is needed to start

  • 01Access to supplier, purchasing and coding data
  • 02Documented approval and tolerance rules
  • 03Representative invoices for extraction and acceptance testing

More use cases

Use cases with a comparable setup from Manufacturing · Professional services · Commerce. Pick an industry to narrow down the selection.

  1. 01 / Use case

    Medium~ 3–6 weeks

    Email & intake channels

    Understand and route incoming messages automatically

    AI identifies requests, attachments and priorities, then moves every message into the right downstream workflow with clear controls.

    Faster response times, consistent ownership and a traceable status from the first customer contact.

    • Microsoft Graph / Gmail API
    • CRM or ticket API
    • Webhook / REST
    • Outlook & Microsoft Teams

  2. 04 / Use case

    Complex~ 6–10 weeks

    Knowledge & assistance

    Make internal knowledge securely searchable

    An assistant answers questions from approved company sources, cites evidence and respects existing access rights.

    Faster access to reliable knowledge with traceable sources and controlled permissions.

    • Microsoft Graph / SharePoint
    • File server connector
    • Entra ID / SSO
    • Azure AI Search

  3. 03 / Use case

    Simple~ 2–4 weeks

    Approvals & compliance

    Manage approvals without email ping-pong

    Requests automatically follow the right roles, deadlines and delegates with a complete decision history.

    Faster decisions, clear ownership and an auditable history without disconnected tools.

    • Microsoft Graph
    • ERP or HR API
    • Webhook / Adaptive Cards
    • Microsoft Teams

  4. 06 / Use case

    Complex~ 8–12 weeks

    Field service & operations

    Capture data directly at the work site

    Teams document inspections, damage, time and materials on mobile devices; photos, signatures and location data feed the next workflow.

    Current, complete field data without paper or duplicate capture, even with unstable connectivity.

    • ERP or field-service API
    • Camera, GPS and device storage
    • Identity and sync service
    • Custom PWA or mobile app

  5. 05 / Use case

    Simple~ 2–4 weeks

    Meetings & tasks

    Turn meetings into concrete work

    Decisions, tasks and deadlines are structured from meetings and handed to the right work systems with an explicit review step.

    Less follow-up work, clear ownership and a consistent transition from conversation to delivery.

    • Microsoft Graph / Teams
    • Planner or Jira API
    • CRM API
    • Microsoft Teams

Solution catalog

5 more use cases with filters for industry, effort and systems.

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