AI-Powered Invoicing Workflow Enhancement

Introduction

In today's fast-paced business automation environment, the fusion of artificial intelligence (AI) with existing workflows is a transformative phenomenon. Microsoft Power Automate, equipped with AI Builder capabilities, provides businesses with the tools to enhance their email-based approval procedures, ushering in heightened efficiency and a new realm of intelligent operations.

In our previous discussions, we covered two approval methods: template-based and traditional automation. We also delved into AI Builder's invoice model training in a different article.

Advancing from our previous discussions, we are now progressing to spotlight the seamless integration of the AI Builder model. This article will provide a step-by-step walkthrough of how to utilize the model to recognize SharePoint emails that signify alterations in invoice particulars. This integration is designed to empower approvers in making well-informed decisions regarding the invoices at hand.

Integrating AI Builder with SharePoint Inbox Emails

Step 1. Access Power Automate and Create a Flow

1. Log in to your Power Automate account.
2. Click on the "Create" button to start building a new flow.
   

Step 2. Choose a Trigger

Select an appropriate trigger for your flow. This could be a trigger based on receiving an email in your mailbox.

Step 3. Retrieve Attachments

1. Add an action to retrieve attachments from the incoming email.
2. Select the Include attachments as Yes and Only with attachments as Yes.
   

Choose the "Extract text from attachments" action and connect it to your email action.

Configure the action to extract text from the attachments.

Choose the model that you have created  to make use of the form recognition

Step 4. Use AI Builder for Text Extraction

Leverage the AI Builder model developed earlier in this process by specifically selecting the model crafted through AI Builder.

Step 5. Analyze Extracted Text from Invoice

1. Use the extracted text as a condition to determine the content of the attachment.
2. For example, you could use the "Condition" action to check if the text contains specific keywords or phrases.

Step 6. Send Approval Email

1. If the content meets certain conditions, use the "Send an email (V2)" action to send an approval email.
2. In the email body, provide the necessary information about the attachment's content and the approval request.

Step 7. Wait for Approval Response

1. Add a "Wait for an approval" action to wait for the recipient's approval response.
2. Configure the action with approval options and set a timeout if needed.

Step 8. Based on Approval Response

1. Use a condition to check the response of the approval action.
2. Depending on the response, you can proceed with different actions.
3. If approved, send a confirmation email; if not, perform alternative actions.

Step 9. Complete the Flow

1. Add any additional steps, notifications, or updates you want to include in the flow.
2. Test the flow thoroughly to ensure it works as expected.

Step 10. Save and Activate

1. Save the flow and activate it so that it's ready to process incoming emails.

Step 11. Monitor and Optimize

1. Monitor the flow's performance, and refine it based on feedback and improvements.

Conclusion

Integrating AI Builder with your email approval workflow in Power Automate revolutionizes your approach. By leveraging AI's predictive capabilities, you can expedite decision-making, reduce manual intervention, and increase the overall efficiency of your email-based approval processes. This integration showcases how technology, when harnessed thoughtfully, transforms traditional workflows into intelligent and dynamic processes that cater to the ever-evolving demands of the modern business landscape.