AI Invoice Automation
for Microsoft 365

The Problem

AP teams routinely spend 10-15 hours per week on manual data entry
that could be fully automated. Invoices get emailed to the wrong person,
buried in inboxes, or simply forgotten. Late payments damage vendor
relationships and trigger penalty fees. When someone asks “where is this
invoice?” the answer is a manual search through email, shared drives,
and spreadsheets.

What I Build

AI-powered invoice automation that runs entirely within Microsoft
365. Extract invoice data in seconds, route for approval automatically,
and sync to your accounting system — no third-party invoice processing
platform required.

How It Works

1. Submit Invoice — Email a PDF, upload to SharePoint,
   or snap a photo on your phone. The system picks it up
   automatically.
2. AI Does the Work — AI Builder extracts vendor,
   amount, due date, and line items. Power Automate routes to the right
   approver. The manager approves in one click from email or Teams.
3. Syncs to Accounting — Approved invoices sync
   automatically to QuickBooks, Xero, or Excel. No copy-paste, no
   re-entry.

Technology Stack

• Power Automate — 3 flows: ingestion, approval
  routing, accounting sync
• AI Builder — Invoice extraction model with 95%+
  accuracy on standard invoices
• SharePoint — Lists and templates for invoice
  tracking and status
• Outlook/Teams — Approval interface (one-click
  approve/reject)
• Accounting connector — QuickBooks, Xero, or Excel
  sync

Architectural Approach

The system is built as a three-stage pipeline: ingestion
(multi-channel input → normalized SharePoint record), processing (AI
extraction → approval routing with configurable thresholds and
escalation), and output (accounting system sync with error handling and
retry logic). Each stage is independently testable and can be extended —
add new input channels, additional approval tiers, or different
accounting targets without rebuilding the core.