A multi-location wholesale distributor needed to process a high volume of vendor invoices without expanding manual review work.
The bottleneck was not demand. It was document handling: PDF invoices, vendor matching, location assignment, accounting formatting, and exception review. Inputs arrived in inconsistent formats, and every processed record needed a clean path into Sage 50.
Texas Automation Labs built a production workflow that converts invoice intake into a structured, reviewable, auditable pipeline.
Their workflows
1. Invoice intake from multiple sources
Invoices are collected from multiple sources starting with emails, paper invoices, and PDFs, including single files and multi-page batches. The workflow separates documents, prepares them for extraction, and preserves a traceable source record.
2. Vendor, location, and field extraction
The system extracts invoice fields, applies vendor and location rules, and structures the record for downstream accounting work. Low-confidence or incomplete records are flagged before export.
3. Exception review and accounting export
Review-ready records, exception paths, and export formatting are handled inside one workflow so the team can see what moved, what needs attention, and what was sent to Sage 50.
How it works
The workflow combines document extraction with deterministic business rules. That keeps the automation flexible enough to read varied invoices while still enforcing the operating logic needed for accounting output.
Capture
Collect invoices from multiple intake sources, including emails, paper invoices, and PDFs.
Validate
Apply vendor, location, and field rules before review.
Review
Route exceptions, missing fields, and low-confidence records for review.
Export
Prepare clean output for Sage 50 and operational reporting.
Results
The workflow is live in production and gives the team a repeatable process for invoice intake, review, exception handling, and accounting export.