How AI Builder in Power Automate eliminates manual invoice processing — extracting, validating, and routing 500+ invoices per week with zero human touch.
A mid-size manufacturer receives 500+ vendor invoices per week via email as PDF attachments. AP staff manually open each PDF, key vendor name, invoice number, line items, and totals into their ERP system — a process taking 8-10 minutes per invoice, prone to keying errors, and creating a 3-5 day payment backlog.
A Power Automate cloud flow with AI Builder's Form Processing model handles the entire pipeline automatically.
The flow triggers when an email arrives in the AP shared mailbox with a PDF attachment. Outlook connector extracts the attachment and sender metadata automatically.
The trained Form Processing model extracts: Vendor Name, Invoice Number, Invoice Date, Due Date, Line Items, Subtotal, Tax, and Total Amount — with confidence scores for each field.
Fields with confidence below 85% are flagged for human review. High-confidence extractions proceed automatically. This hybrid approach maintains accuracy while maximizing automation rate.
Validated data is posted to the ERP via REST API, creating the invoice record with all line items. The original PDF is attached and stored in SharePoint with metadata tags.
Invoices above $10,000 trigger an approval request sent as an Adaptive Card in Microsoft Teams. Approvers can approve or reject directly from Teams without leaving the app.
Vendors receive automated acknowledgment emails. Every action is logged to a SharePoint list providing a complete audit trail for compliance and dispute resolution.
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