Streamline Your Workflow with Invoice Tracking for Teams

Invoice tracking for teams

okay everyone Daniel Anderson here again today and what I wanted to share with you today is an easy way that you can look at automating and processing of received invoices via email generally they come through as an attachment so rather than having you manually grab those attachments download them save them and put them into a specific location what we can do is use power automate in conjunction with SharePoint and we can automate that process for you or you can even automate that process yourself now this came about through a workshop that I've just been in today where there was a lot of manual processing from a lot of different suppliers sending in invoices to be paid and a lot of time has been taken up in inside shared mailboxes and the like grabbing attachments and processing those inside of inside SharePoint so what I thought we'd do is jump into an example of how we can automate that process using power automate and grabbing the attachments and then also adding those to a SharePoint document library so the screencast is going to follow stay with me I hope it brings you some value and if it does please leave your two cents and comments below and I will see you in the next episode thanks for watching catch you next time everyone Daniel here let's take a look at how we can automate the process of receiving invoices via email and then saving those invoices automatically to a SharePoint document library to process so you can see here that I mean the power automating to face I'm in the templates section and I'm actually just going to use this template we're just going to manipulate it a little bit so I'm just going to keep this this template off it's going to get our connection you can see here that we're going to get it's going to use the outlook connector plus also we're going to just change this from one drive to the one drive to SharePoint so we're just going to go off and create that flow and we're going to jump into the edit screen here so you can see here on a new email when it arrives in my inbox and what I'm actually gonna do here is I'm gonna specify a particular person that it gets received from so if it risk its received from this email address then it's gonna trigger let's just jump into the apply each section here and you can see here that it's actually creating a file in onedrive for business but we actually don't want that so what I'm going to do because I want to do it in a SharePoint document library I'm going to delete this condition down here I'm actually going to delete this create file action actually I'm gonna ya what let's create let's delete this and let's just see how we can add it to a SharePoint document library so what we're gonna do here is we're going to search for create we're gonna jump into SharePoint we're going to create use the create file and we're gonna pop in this site address because I want to pop it into there and we're going to I've got a document library that's specifically for invoices so we're just gonna pop that into invoices now when I click into to the file name what we're gonna do is we're gonna use the attachment name here as the file name and the file content you can see automatically we're going to get the attachments contents gonna look through every attachment and that's it alright so what we're gonna do is we're going to save that and now let's have a look and let's test that test that flow so I'm just gonna fire up I'm going to send an email from my gmail account I'm just doing that on another screen I'm just gonna grab an attachment now it's going to be a word document so let me just find a Word document here let's attach it to the email nice - and let's send that so that's going to come in and we're going to receive I'll going to receive an email in my inbox shortly and once that once that kicks off what that's going to do is it's going to create a file in this document library here and let's just jump into the flow we can see here that there's no runs at the moment okay so here we go we've got the email that have been received into the inbox it's got an attached a word document as the attachment here so let's now jump into the document library let's have a look and see what's happened here so you can see here there we go we've stripped out the document we've got the document directly in the in the the library there and it's all automated for us and now we can set we could actually have this as a default to the processed and now we've got an automated process now whenever an email is received from that particular email address it's going to strip the attachment out and it's actually going to put that document into the document library now we could if we're receiving invoices from multiple different people and suppliers and that type of thing then we can choose also to to add multiple from addresses in here or we could actually even use a shared mailbox so if the recipient or we're using a shared mailbox to receive those invoices then we could just set it to there to any air email that comes into that inbox we could strip that out and then create that file into the SharePoint document library automatically for us so hope that brings you some value and I'll see you next time thanks guys