NOTE: We don’t just make cool parts with our build-to-print machine and fabrication services. We also try to innovate. It keeps things interesting and our employees engaged on a day-to-day basis. We’ve put together a three part series on automating simple office tasks that helped us during employee shortages in a post COVID world. This is just to give you a primer, if you need more detail, don’t hesitate to reach out!
Part 1: Why Small Businesses Should Automate Invoice Processing with Power Automate
Introduction
For small businesses, especially in manufacturing and production, managing invoices, POs, and other paperwork can feel like a never-ending chore. Sorting PDFs, renaming files, and manually entering data into an ERP system like TechnoERP, QuickBooks, or Quicken eats up time that could be spent on production or growth. What if you could automate these tasks without hiring developers, buying new hardware, or overhauling your systems? Enter Power Automate—a no-code tool that streamlines accounting tasks, saving time and reducing errors.
The Problem with Manual Invoice Processing
Small shops often rely on one or two employees to handle invoices. This involves:
-
Renaming PDF invoices for consistency (e.g., “VendorName_InvoiceNumber_Date.pdf”).
-
Extracting key details like invoice numbers, dates, and amounts.
-
Entering data into an ERP or accounting system.
-
Flagging invoices that need extra review (e.g., high amounts or missing data).
These repetitive tasks are prone to errors, slow down workflows, and pull staff away from higher-value work. For small businesses with limited budgets, hiring more staff or investing in custom software isn’t always an option.
Why Power Automate?
Power Automate, part of Microsoft 365, offers a solution that’s affordable and accessible. Paired with Power Automate Desktop (free with Windows 10/11), it can:
-
Automatically rename and organize invoice PDFs.
-
Extract data from invoices without manual input.
-
Enter data into your ERP by mimicking human interactions—no need for database access or custom code.
-
Filter invoices needing manual review based on your criteria.
This makes it ideal for small manufacturing shops using TechnoERP or other systems like QuickBooks. Best of all, it runs on your existing PCs, requiring no additional hardware or software beyond a Microsoft 365 subscription.
The Big Picture
By automating invoice processing, small businesses can save hours each week, reduce errors, and free up staff to focus on core operations. It’s a low-overhead way to boost efficiency without the complexity of traditional integrations. In our next post, we’ll walk through how to set up Power Automate to handle these tasks step-by-step.