AP Automation App

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AP Automation App

AQL AP Automation is an intelligent Invoice Processing application designed to streamline Accounts Payable operations by automating invoice data extraction, validation, and approval workflows. Built using Microsoft Power Apps and integrated with AI-driven document processing capabilities, the system reduces manual effort, minimizes errors, and accelerates invoice processing timelines. Users can review and correct invoice information through a user-friendly interface, while configurable workflow automation ensures timely approvals supported by reminder notifications. This document provides an overview of the application’s features and functionality to help users effectively manage the invoice lifecycle and maintain accurate financial records.

Features for the AP Automation app

  • Automated Invoice Capture
  1. Retrieves invoice attachments from a configured email inbox
  2. Supports manual document uploads through Power Apps
  3. Uses AI-driven extraction to capture invoice header and line-item details
  • Data Validation & Editing
  1. Performs validation checks to detect missing or mismatched information, comparing extracted details with purchase orders or purchase receipts
  2. Approver can correct or update extracted invoice fields before acting on the invoice.
  3. Provides the ability to add, edit, or delete line items when discrepancies are identified
  • Vendor Management
  1. Vendors can be created or updated directly from the vendor details screen
  2. Allows quick creation and assignment of vendors to invoices if not already present in the system on the invoice details screen
  • Purchase Order Management
  1. Automatically creates purchase orders if no matching records exist in the system
  2. Enables users to update existing purchase order details as needed
  • Purchase Receipt Management
  1. Purchase receipts can be created, updated, and deleted through the Power App
  2. Ensures receipt records remain aligned with processed invoices
  • Invoice Review Interface
  1. Displays invoice details information and line-item details in a structured layout
  2. Highlights discrepancies with visual indicators for efficient resolution
  • Approval Workflow
  1. Routing based on organization rules and configuration settings
  2. Approvers can approve or reject invoices with comments
  3. Maintains a complete audit trail of approval decisions and status changes
  • Reminder Notifications
  1. Sends automated reminders for pending approvals
  2. Timing and frequency of notifications are configurable
  • Dashboard & Status Tracking
  1. Provides real-time visibility into invoice processing status
  2. Helps users monitor progress across pending, approved, and rejected invoices
  • Security & Compliance
  1. Role-based access control ensures appropriate permission levels
  • Notification
  1. New invoice awaiting approval
  2. Reminder for overdue approvals
  3. Updates on status changes (approved/rejected)

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