This one-day hands-on lab demonstrates how to leverage Robotic Process Automation (RPA) with Power Automate to streamline complex invoice processing and payment approval workflows. Participants will create an end-to-end solution that extracts invoice data, validates it against business rules, incorporates a multi-level approval workflow, and automates communication with the accounts payable team to release payments.

By tackling a real-world, multi-step scenario, participants will gain practical experience in building scalable, efficient automation pipelines that reduce manual effort and improve process accuracy.

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Workshop Objectives:
1. Build a fully automated workflow to process invoices, validate data, and execute multi-level payment approval workflows using Power Automate.
2. Apply advanced conditional logic to handle real-world complexities, such as routing approvals based on invoice amounts and vendor categories.
3. Automate notifications to accounts payable and relevant stakeholders to ensure smooth payment processing.

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Agenda:

Morning Session
1. Introduction to Invoice Automation and RPA
- Understanding the challenges of manual invoice processing and approvals.
- Benefits of automating invoice workflows with Power Automate.
- Overview of AI Builder, SharePoint integration, and approval flows.

2. Environment Setup
- Configure Power Automate and AI Builder for the lab.
- Set up SharePoint as a data repository for tracking invoices and approval status.

3. Automating Invoice Data Extraction
- Step 1: Trigger the workflow when an email with an invoice attachment is received.
- Step 2: Use AI Builder’s form processing modelto extract key details from invoice PDFs (e.g., invoice number, vendor name, date, amount).
- Step 3: Store the extracted data in a SharePoint listfor tracking and reporting.
- Step 4: Implement data validation logic:
- Ensure invoice data is complete and complies with business rules (e.g., "Amount must be greater than $1,000 for multi-level approval").
- Hands-On Activity: Build this workflow using sample vendor invoices.

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Afternoon Session
4. Designing a Multi-Level Approval Workflow
- Step 1: Route invoices for approval based on predefined rules:
- Invoices below $1,000 are sent to a single approver (e.g., Team Lead).
- Invoices above $1,000 require multi-level approvals (e.g., Manager and Finance Head).
- Step 2: Use Power Automate’s Approval connectorto create the following approval steps:
- Notify the first approver via email or Teams, with options to approve or reject the invoice.
- If approved, notify the next-level approver for review.
- If rejected at any stage, notify the vendor and stop the workflow.
- Step 3: Track approval status in the SharePoint list to provide real-time updates on workflow progress.

Hands-On Activity:
Participants will create and test the multi-level approval flow with sample invoice data, simulating both approval and rejection scenarios.

5. Automating Notifications to Accounts Payable
- Step 1: Once all approvals are completed, configure the workflow to send an email to the accounts payable team with the invoice details, approval status, and payment instructions.
- Step 2: Use conditional logic to ensure notifications are triggered only after final approval.
- Step 3: Include error handling to alert stakeholders if the workflow encounters issues (e.g., missing data or delayed approvals).

Hands-On Activity:
Participants will test the notification system by simulating different approval outcomes and verifying the accuracy of email notifications.

6. Workflow Optimization and Wrap-Up
- Discuss best practices for optimizing RPA workflows, including security measures and performance monitoring.
- Explore opportunities to extend the workflow with additional features like compliance tracking or analytics dashboards.
- Provide participants with a step-by-step guide to replicate the workflow in their own environments.

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Demo Details:
Participants will design and execute the following real-world invoice automation workflow:
1. Trigger: Start the process when an email with an invoice attachment is received.
2. Extract and Validate: Use AI Builder to extract data from the invoice and validate it against business rules.
3. Approval Workflow: Implement a complex approval structure with conditional routing based on invoice amounts:
- Single-level approval for small invoices.
- Multi-level approval for larger invoices, including notifications for rejected invoices.
4. Notify Accounts Payable: Once approved, send a detailed email to the accounts payable team with payment instructions and relevant attachments.
5. Track and Report: Store all invoice and approval data in a SharePoint list for visibility and reporting.

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Tools and Technologies Covered:
- Power Automate Cloud Flows: To create and manage the RPA workflows.
- AI Builder: For extracting data from invoices.
- SharePoint Online: To track and store invoice and approval data.
- Microsoft Teams and Email: For notifications and approval requests.

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Participant Takeaways:
- A working RPA solution for invoice processing and payment approvals, ready for customization and deployment.
- Practical experience in handling real-world complexities like multi-level approvals and conditional notifications.
- Confidence in using Microsoft technologies to automate repetitive tasks and improve operational efficiency.

This hands-on lab equips participants with the tools and knowledge to create robust and scalable RPA workflows tailored to complex business needs.