You can connect your Office 365 or Gmail account to Zahara and have supplier invoices recorded in the Invoices Inbox together with their attachments.
Our recommendation is to use Microsoft Flow. The alternative is Zapier. The Zahara connector and triggers are available as a premium option on the Flow market place – https://flow.microsoft.com
Setting Up Your Inbox
Preparing your inbox
First off, we recommend you prepare your Inbox. Get all emails flowing into one Folder in your email account. So at Zahara, our email account is firstname.lastname@example.org (yes, our original company name!). I then use some rules to move all emails with attachments and invoices in the subject into a folder in my own email account. Here’s an example of my Outlook rules:
Based on the invoices I receive, I have optimised my rules to get all of my supplier invoices into one folder called Invoices. This is the folder my Flow monitors. The important thing is to filter out the stuff you don’t want.
So once you are confident you have all of your supplier invoices routing into one folder, you can go and create your connection in Flow.
Setting up your Flow
Let’s use Flow as the template here. Zapier is very similar. You need to know that Microsoft Flow is the future of all workflow. It’s still embryonic and only tech geeks like me know about it, but it can revolutionise your organisation if you let it.
Login to Microsoft Flow by visiting https://flow.microsoft.com
Next, create a Blank Flow and start with Office 365 email. You need to create a Flow as shown below:
You will now need to authenticate with Office 365 and then choose the folder you wish to monitor.
Now click on Next Step and Add Action
This is where you now connect to Zahara.
Search for Zahara in the possible actions and select Create Draft Invoice.
To connect to your Zahara account, you need to provide the API Key. You can find this in Zahara in Business >Settings> Advanced as shown below. Key this value into the corresponding field in Flow.
Now populate the placeholders as shown:
The condition shown above is to filter out to make sure that the Subject line has my keywords I require – a further optional but useful step.
@or(contains(triggerBody()?[‘Subject’], ‘Invoice’),contains(triggerBody()?[‘Subject’], ‘invoice’),contains(triggerBody()?[‘Subject’], ‘Bill’),contains(triggerBody()?[‘Subject’], ‘bill’))
Once done as above, click on Save flow and make sure the flow has sensible name and is enabled. It may look something like this:
Now head over to Zahara and the Business >Settings >Defaults tab. Make sure the email address field is populated with the corresponding email address that your suppliers are emailing their invoices to.
If you have multiple Business Units, You can create multiple flows but make sure any corresponding “to” emails addresses are populated in the Business Settings field.
Part 2 – Using the Inbox
Invoices will start to appear in your Inbox and the first thing Zahara does is try to match the Business Unit based on the To address of the email and matching that with the value in your Business Settings. Matching the supplier is relatively easy if you have a valid email address stored in the supplier record. Examples below:
The Spielberg solutions one matches the records we hold for the supplier so there is a complete match.
You can use the icons to:
- Preview the invoice
- Edit the invoice
- Delete the invoice
The preview allow you to view the document as shown here:
Alternatively you can go straight into Edit to see the following screen:
Selecting an order will allow the line items to be populated on the next screen. Alternatively you can manually select the order on the next screen and import the line items:
you will now see the standard invoice screen, together with the image of the invoice and you can complete the indexing in the usual way.