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Enterprise

Invoice Automation with Power Automate for a Pharmaceutical Company

A pharmaceutical organization handled invoices by hand across several state portals, each with its own login and layout. We automated the process with Microsoft Power Automate, from retrieval and filing to approval.

Industry: Pharmaceuticals

Invoice Automation with Power Automate for a Pharmaceutical Company

Challenge

  • Each state portal had its own credentials and interface, and invoices had to be collected and organized by hand.
  • Execution had to change depending on the status in a control file.
  • Logins used multi-factor codes that arrived in several inboxes.
  • Manual approvals were slow and error-prone, especially for invoices that met certain criteria.
  • Repetitive work caused errors, and portal changes risked breaking the process.

Solution

  • A bot reads a control file kept on SharePoint or a local drive and adapts to its inputs, such as credentials, states and programs, and applies the naming conventions.
  • Portal automation navigates each state portal, signs in, handles multi-factor authentication and reads codes from monitored inboxes.
  • Files sync to SharePoint in a defined folder structure, and SAP is updated through uploads and record changes.
  • Approval flows apply rules such as value thresholds.
  • Error handling covers interface changes and authorization issues, and the framework is built to take on new portals.

Results

  • Outcomes stated for this project: manual effort reduced by 90%.
  • Errors in file retrieval, naming and synchronization were eliminated.
  • Approvals run faster and follow the approval rules.
  • The framework can take on additional portals and workflows.

Technologies

Microsoft Power AutomateSharePointSAP