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Sample deliverable / no email required

An Automation Blueprint, made concrete.

An invoice-intake example showing the decisions we work through before a build. Your reviewed blueprint would reflect your systems, evidence and agreed scope.

01 / Outcome and owner

Get a complete invoice ready for a finance decision.

Northline Supplies receives invoices in a shared inbox. A finance coordinator currently copies fields into a spreadsheet, checks purchase orders and chases discrepancies. The pilot aims to reduce re-entry while keeping approval and posting with finance.

Process owner: finance lead. Operating owner: finance coordinator.

02 / Current and proposed work

Automate preparation. Keep the decision visible.

Typical manual handoffs

  1. Open the email and download the invoice
  2. Copy supplier, amount and reference into a sheet
  3. Find the purchase order and compare totals
  4. Chase missing information, then enter a draft

Proposed workflow

  1. Integration

    Receive and identify

    Capture the attachment and source reference from the agreed inbox. Check whether it has already been processed.

  2. AI-assisted

    Prepare the fields

    Extract proposed supplier, invoice number, lines and totals with evidence from the document. Missing or uncertain values remain flagged.

  3. Rule-based

    Check the order

    Match the approved supplier and purchase order. Compare the currency, lines and totals against agreed rules.

  4. Human review

    Review and approve

    Finance resolves discrepancies and confirms the proposed draft. No automatic payment, approval or posting.

  5. Integration

    Create a draft and record the result

    Write through supported access after approval. Retain the destination reference; hold uncertain outcomes for reconciliation.

03 / Systems and boundaries

Give every record a home.

  • Shared email inbox: source message and original attachment.
  • Purchase-order system: approved order, supplier identity and matching rules.
  • Review queue: proposed fields, evidence, exceptions and the reviewer’s decision.
  • Accounting system: approved draft and returned reference.

The pilot needs supported read access to documents and purchase orders, plus draft creation in accounting. Platform selection follows an access check; the diagram does not establish compatibility.

04 / A bounded first build

One inbox. One company. An agreed invoice set.

  • In scope: one agreed document format, purchase-order matching, a review queue and draft creation.
  • Out of scope: payments, tax advice, historic migration, handwritten documents and additional companies.
  • Before estimating: confirm document variation, volume, account permissions, vendor limits and who handles exceptions.
  • Commercial scope: agree fee, milestones, subscriptions and change requests after these checks.

05 / Acceptance and recovery

Test the awkward cases before launch.

  • A complete matching invoice produces one reviewable draft with source evidence.
  • A duplicate document does not produce a second draft.
  • A missing order, uncertain supplier or mismatched total stops for a named owner.
  • Rejection creates no accounting draft; a timeout is reconciled before retry.
  • Measure hands-on minutes, correction frequency and exception volume against a manual baseline. Agree targets with finance before the pilot.

06 / Ownership after launch

The team knows how to operate it.

Handover covers accounts and access, source code for custom work, configuration, an operating guide, training and a recovery walkthrough. Third-party tools retain their own terms. Agree monitoring responsibilities, support hours, response expectations and included maintenance separately.

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