Somet approves supplier invoices in SharePoint folders, and UiPath robots post them in the inventory software.

Solution delivered

• A single upload pointInvoices downloaded from the e-invoicing system are uploaded to an intake library. A Power Automate flow fills in the metadata from the invoice, and the person in charge picks the approval workflow.
• The invoice folderThe invoice moves automatically into a folder named after the invoice number, supplier and date. Annexes and quality documents are attached to the folder based on their metadata.
• Three approval workflowsMaterials suppliers, subcontractors and other services, each with its own approvers. On rejection the folder returns to the previous step with the reason, and approvers get a daily list of what is waiting for them.
• Approvers from a listApprovers, projects, suppliers and cost centres are managed in SharePoint lists, with no code changes. Once a folder is approved for payment, its content can no longer be changed.
• The posting robotsTwo UiPath robots pick up the approved folders for subcontractors and service providers, read the e-invoice and the line items in the annex, and create the invoice in the inventory software under the right chapter and cost centre.
• Errors handled per invoiceWhen a cost centre is not valid or the annex is incomplete, the robot stops only that invoice, marks it "Robot error" and sends an email. Once corrected, the invoice is processed again.
• Archive and searchA closed folder moves to the workflow's archive, by project, cost centre and supplier. Search filters by supplier, project and cost centre, and the list exports to Excel.