The problem
Invoices and purchase orders arrive as email attachments, portal uploads, scanned PDFs, spreadsheets and EDI payloads. Someone re-keys them into the ERP. That work is slow, error-prone and invisible — and when a number is wrong, there is rarely a record of where it came from or who approved it.
Where documents are captured from
Outlook and shared mailboxes, Salesforce, SharePoint, OneDrive, portal uploads and APIs. File types include PDF, images, Office documents, CSV, XML, JSON and EDI.
Two processing lanes
Supplier invoice lane
- Capture and classify the invoice
- Extract header and line fields
- Detect duplicates
- Match supplier and purchase order
- Validate tax and totals
- Route exceptions and approvals
- Create a controlled accounts-payable draft
Customer order lane
- Capture the purchase order
- Resolve customer and item masters
- Validate price and quantity
- Validate ship-to and terms
- Route exceptions and approvals
- Create a controlled sales-order draft
The control model
Every extracted field retains source provenance and a confidence score.
Low-confidence values, master-data mismatches, policy exceptions and duplicate risks enter human review — they are not posted automatically.
Writes follow approval-gated workflows with audit evidence retained against each approval.
The solution has no Dynamics 365 Intelligent Order Management dependency.
Where each piece runs
| Layer | Role |
|---|---|
| Dynamics 365 F&O | ERP system of record. Receives approved, validated drafts — never unreviewed writes. |
| Dataverse | Carries workflow state, extracted field values, provenance, confidence and approval evidence. |
| Power Automate | Approval routing, exception handling and escalation paths. |
| Power Apps | Review surface where a human resolves low-confidence fields and mismatches. |
| Azure AI | Classification and extraction. Confidence scores feed the review threshold. |
How a deployment proceeds
- Document survey. We take a real sample of your inbound invoices and orders — formats, volumes, suppliers, edge cases — before designing anything.
- Lane design. Field mapping, matching rules, tolerance thresholds, and the confidence level below which a human always reviews.
- Pilot on one lane. Usually supplier invoices for a subset of vendors, running in parallel with existing process so results can be compared.
- Measure, then widen. Review exception rates and correction patterns, tune thresholds, then extend coverage.
- Operate. Optional managed operations: monitoring, exception-trend reporting and threshold tuning as document mix changes.
Frequently asked questions
Where can invoices and orders be captured from?
Outlook and shared mailboxes, Salesforce, SharePoint, OneDrive, portal uploads and APIs. File types include PDF, images, Office documents, CSV, XML, JSON and EDI.
What happens in the supplier invoice lane?
Invoices are captured and classified, header and line fields extracted, duplicates detected, suppliers and purchase orders matched, tax and totals validated, exceptions and approvals routed, and a controlled accounts-payable draft created.
What happens in the customer order lane?
Purchase orders are captured, customer and item masters resolved, price, quantity, ship-to and terms validated, exceptions and approvals routed, and a controlled sales-order draft created.
Does it post directly to the ERP without review?
No. Every extracted field retains source provenance and a confidence score. Low-confidence values, master-data mismatches, policy exceptions and duplicate risks enter human review. Writes follow approval-gated workflows with audit evidence retained.
Does this require Dynamics 365 Intelligent Order Management?
No. The solution has no Dynamics 365 Intelligent Order Management dependency.
Start with a document survey. Send a representative sample of your inbound invoices or orders to business@insightpulseai.com and we will come back with the lane design and where the human-review thresholds should sit.
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