AI-Powered Purchase Order Automation: Reducing Admin by 95% & Eliminating Invoice Errors (System Demo + Workflow Breakdown)

Hey Everyone I just dropped a video showcasing this end-to-end automation that cuts out 95% of the busywork and proactively flags mismatches between POs and invoices before they cost a company money.

How the workflow operates:

Submission: Any employee can create a PO (web form, ERP, or email trigger).
AI-Driven Approval Routing: An AI agent instantly determines if a PO needs approval based on amount, department, or supplier. If so, the right manager is notified on Telegram/Teams/WhatsApp/Email. If not, the PO is sent straight to the supplier.
Supplier Communication: Once approved, the system auto-generates and sends the PO (with attachments/instructions) to the supplier’s inbox, and logs every interaction.
Invoice Matching: Incoming invoices are matched to existing POs; any mismatch (amount, item, description) is flagged before finance pays out.
Edit/Reject with Natural Language: Managers can reject/edit a PO using plain English (“change to 100 units, add coffee filters”), and the AI regenerates the PO and resubmits for approval. All edits and comments are tracked for compliance.

What this replaces:

Dozens of back-and-forth emails, spreadsheet wrangling, late approvals, and the risk of costly payment mistakes.

Tech Stack:

n8n for workflow automation
Airtable for the interface
LLamaParse for processing invoices and PO's

Adaptability:

The core structure can be reused for expense claims, contract routing, or any process where approvals + external comms = lost time.

I go through the full build in the video if you want to find out more. But if you have any questions please feel free to hit me up or drop a comment here!

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