Screening invoice mailbox
Screens incoming invoice emails, forwards valid ones to the ERP intake, and sets the rest aside for human review.
Overview
Invoice emails must be screened before reaching the ERP intake to ensure only valid invoices proceed. This automation checks the sender, invoice reference, and attachments, forwards those that pass, and moves everything else to an error mailbox with the reason logged.
What has changed
- Reduced manual mailbox management
- Invoices are validated consistently every time
- Problematic emails are set aside for human review
At a glance
In één oogopslag
Overzicht
Invoice emails must be screened before reaching the ERP intake to ensure only valid invoices proceed. This automation checks the sender, invoice reference, and attachments, forwards those that pass, and moves everything else to an error mailbox with the reason logged.
Wat er verandert
- Reduced manual mailbox management
- Invoices are validated consistently every time
- Problematic emails are set aside for human review
How it works.
What it does per email
- Downloads a batch of emails
- Skips internal senders, with approved exceptions
- Checks attachments, subject, and body for an invoice reference
- Verifies the combination of attachments (one PDF, or one PDF plus one XML)
- Forwards valid emails and moves them to a 'sent' mailbox
- Moves rejected emails to an error mailbox and logs the reason
Rules
An email passes if the sender is not internal, an invoice reference appears in the attachment name, subject, or body, and the attachments consist of one PDF or one PDF plus one XML, with approved exceptions for specific senders. Everything else is rejected and logged with the reason. Each run follows the same logic and is logged for review, leaving no room for guesswork.
Check out other automations.
Frequently asked questions.
No. The digital colleague works in the screens and systems your team already uses, whether they are legacy applications without an API or modern ones, so there is nothing to replace.
Yarado builds it, runs it and monitors it. When a screen or a system changes, we adjust the automation, so your team needs no developer or automation skills of its own.
Yes. Every run is recorded in the Yarado portal, where you can see which processes ran, when they last ran, what they produced and what went wrong. Depending on the automation, the processing log is also emailed to the team that needs it.
Yarado monitors every run and is alerted automatically when one fails, so a problem is picked up on our side. Cases that need a person are reported to your team with the reason, in the portal or by email.
Yes. Automations are built around your own steps and systems, and this page is just one example of what is possible. A first automation is typically live in weeks, not months.