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A skincare business

Invoices read by the system, matched before they are paid

Vendor onboarding, requisitions, purchase orders, invoices and payments handled by hand and by email. Now one platform that reads an invoice, verifies the vendor, matches it three ways and syncs the payment to the finance system.

Use cases  ·  retail and distribution

What changed

  • Vendors onboard themselves, with GST and bank details verified rather than typed
  • Invoice data extracted by the system instead of re-keyed from a PDF
  • Three-way matching between order, receipt and invoice before payment
  • Payments and month-end provisioning synchronised with Microsoft Dynamics 365 Business Central

Author

Iswariya Mohan Iswariya MohanProject Manager
Zoho Creator
SOURCE SYSTEMS BUILT AND RUN BY US WHERE IT GOES Vendors SELF-SERVICE PORTAL 1 onboarding, invoices Requesters INTERNAL FORMS 2 purchase requisitions Stores RECEIVING 3 goods receipt ZOHO PLATFORM Zoho Creator 4 Vendor onboarding and verification Document and invoice extraction Purchase orders and approvals Three-way matching Payment tracking and provisioning Business Central INTEGRATION 5 payments and provisioning Finance APPROVAL 6 invoices validated before payment Vendors DASHBOARD 7 status of their own invoices Used by: Procurement, Finance, Stores, Vendors
Vendors onboard and submit invoices into a Zoho Creator procurement platform that extracts document data, verifies GST and bank details, runs approvals, purchase orders and three-way matching, and synchronises payments with Microsoft Dynamics 365 Business Central.

Where they started

A skincare business running vendor-to-pay across email and spreadsheets: onboarding a vendor, raising a requisition, issuing a purchase order, receiving an invoice, approving it, matching it against what was ordered and received, then paying it and provisioning at month end. Every step was a handover, and an invoice’s status was whatever the last person to touch it remembered.

What we built

One procurement platform in Zoho Creator. Vendors onboard themselves, with GST and bank details verified at the point of entry rather than checked later. Invoice and document data is extracted automatically instead of being re-keyed, and each invoice is validated and three-way matched against the purchase order and the receipt before it can be paid.

Approvals, role-based access, notifications and a full audit trail sit around it, and payments and month-end provisioning synchronise with Microsoft Dynamics 365 Business Central so the finance system and the procurement platform do not have to be reconciled by hand.

All work