Accounts payable automation from extraction to ERP

Processing incoming invoices and receipts is often burdened by manual data entry and errors in accounting presets. This case study demonstrates how Orchesty connects intelligent data extraction platforms with robust ERP systems to create a seamless ecosystem that preserves data integrity and supports legislative compliance.

Synchronizing Backbone Master Data #

The foundation of successful automation is making sure both systems speak the same language. The extraction application must precisely recognize the current organizational structure stored in the ERP.

Within a single efficient topology, Orchesty periodically synchronizes key master data agendas:

Cost Centers and Projects: For accurate cost allocation.
Chart of Accounts and Accounting Presets: To automate bookkeeping operations.
Legislative Codelists: Synchronizing VAT rows and tax reporting codes ensures that extracted data is immediately ready for posting.

Accounts payable master data synchronization flow showing multiple codelist sources feeding a shared connector into the invoice management and extraction application — Although the codelists come from different sources, they follow the same synchronization flow and use a shared connector for insertion into the invoice management and extraction application.

Topology for Transferring Processed Documents to ERP #

After the master data is synchronized, the next topology handles the transfer of processed documents from the extraction platform into the ERP. This part of the flow is responsible for routing each approved document into the correct agenda, enriching it with the required ERP context, and ensuring that both structured data and attached files are written back in a traceable way.

Accounts payable document transfer flow showing processed documents routed from the extraction platform into ERP agendas with data and file synchronization — Processed documents follow a dedicated topology that routes them into the right ERP agenda and synchronizes both extracted data and attached files.

Intelligent Routing and Document Entry #

Once a document is approved in the expert system, Orchesty takes over as the dispatcher. The platform automatically recognizes the document type, such as an invoice or a receipt, and routes it to the correct agenda within the ERP.

Overcoming API Limitations: Orchesty resolves technical specificities of various ERP systems in real time, such as the need to fetch internal IDs after a record is created. This Create-Get sequence guarantees that the integration never loses track of the data.
Passing Static Parameters: By using derived connectors, Orchesty automatically populates static settings for specific agendas, simplifying the overall data mapping process.

Binary Synchronization and PDF Archiving #

An accounting record in an ERP is incomplete without its visual counterpart. Orchesty does not just transfer text data, it also ensures full digital archiving.

File Transfer: Orchesty retrieves the original invoice PDF from the extraction app and automatically uploads it as an attachment to the corresponding record in the ERP.
Closed-Loop Feedback: After the successful transfer of both data and files, Orchesty updates the document status in the source system. This closes the invoice lifecycle and gives the user immediate confirmation that the document is safely stored in the ERP.

Why This Architecture Is Critical

Process Unification: Once the extraction application has received and processed the document, Orchesty handles invoices and receipts through one unified and transparent transfer flow into the ERP.
Elimination of Manual Maintenance: Automatic master data synchronization means accountants always choose from up-to-date data.
Audit Trail: Connecting systems through internal IDs and automatically transferring PDF files meets the expectations of a modern digital enterprise.

Conclusion: From Manual Entry to Audit-Ready Automation #

This case study demonstrates the power of Orchesty as an orchestration layer that elegantly resolves the technical limitations of endpoint systems and transforms the handoff of processed accounting documents into a smooth, automated ERP workflow.

ID mapping guide — the "Create-Get" sequence used to capture ERP-assigned internal IDs is exactly the pattern this guide describes.
Data comparator guide — for the master data sync, the comparator skips codelist rows that did not actually change between runs.
Operational visibility — Trash workflow for failed document transfers and dashboards for ongoing audit.