No supplier invoice lost: automatic routing for a B2B distributor
Supplier invoices are pulled automatically from the national e-invoicing system and routed to the right department folder, instead of five people searching one inbox.
A B2B distributor, which stays anonymous, receives about 25–30 supplier invoices a day. This project gets each one to the right department without anyone searching for it.
Starting situation
Supplier invoices arrived in one shared inbox. Five people searched it to find the ones that belonged to them, and around 10% of invoices got lost.
What we built
- Automatic retrieval. Invoices are pulled from the national e-invoicing system as they arrive.
- Routing by supplier. Each invoice is placed in the folder of the department responsible for that supplier.
- A safe default. Invoices from unknown suppliers go to a shared folder, so nothing is dropped, and a person assigns the new supplier.
How it works day to day
Invoices appear in the department folders without anyone touching a shared inbox. When a new supplier shows up, it lands in the shared folder, someone adds the routing rule, and later invoices go to the right place automatically.
Results
[PLACEHOLDER: results confirmed by the client, such as invoices lost before and after, and time saved by the five people who searched the inbox]
Stack
n8n for the workflow, the national e-invoicing system as the source, and shared folders as the destination.
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