Four vendor inboxes, one clean feed into the ERP
Vendor invoices arriving across four mailboxes are now read, validated and pushed into the ERP automatically, with exceptions routed for review.
The challenge
Vendor invoices landed across four separate mailboxes. Keying each one into the ERP by hand was slow, error-prone and impossible to audit end to end.
What we built
- An n8n workflow watches all four Outlook inboxes continuously through the Microsoft Graph API.
- An AI classifier identifies vendor-invoice emails, and OCR extracts vendor, PO number, amount and line items from each PDF.
- A validation step cross-checks the extracted data against the purchase order before anything is posted.
- Invoices are routed down normal, manual-review or freight paths, then stored in OneDrive and pushed to the ERP through its API.
Results
- Manual invoice entry replaced by automated capture and posting
- ERP integration proven in a sandbox before any production call
- Every source email tagged so nothing is processed twice
- Failures retried automatically and alerted to the team
Step by step.
Watch inboxes
Four Outlook mailboxes polled through Microsoft Graph with scoped, read-only OAuth tokens.
Classify
An LLM step flags which emails carry vendor invoices.
Extract
OCR pulls vendor, PO number, amount and line items from each PDF.
Validate
Extracted data is cross-checked against the purchase order.
Route
Normal, manual-review and freight invoices follow separate paths.
Post & log
Data pushed to the ERP API, with retries, Slack alerts and a full audit log.
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Let's see what this could look like for you.
Tell us about your process and systems. We'll outline an approach, the guardrails it needs and a pilot plan.
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