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Invoice Processing Bot with Smart Validation & Approval Workflow

Overview

Automated invoice processing system built with UiPath that reads PDF invoices, validates vendor information against master data, and manages approval workflows based on spending limits.

Features

  • OCR PDF Processing: Extracts invoice data from PDF documents
  • Vendor Validation: Checks vendor against master database
  • Smart Approval Logic: Routes high-value invoices for approval
  • Comprehensive Logging: Creates detailed audit trail in CSV format
  • Error Handling: Robust error management with Try-Catch blocks
  • Professional Architecture: Clean, maintainable code structure

Project Structure

InvoiceProcessingBot/ ├── Main_InvoiceProcessor.xaml # Main workflow ├── Data/ │ └── VendorMasterData.xlsx # Vendor master database ├── Input/ │ └── *.pdf # Invoice PDFs to process ├── Output/ │ └── ApprovalLog.csv # Processing results log └── Config/ └── (Configuration files)

Setup Instructions

  1. Clone this repository
  2. Open Main_InvoiceProcessor.xaml in UiPath Studio
  3. Place your vendor data in Data/VendorMasterData.xlsx
  4. Add invoice PDFs to the Input/ folder
  5. Run the workflow

Sample Output

The bot processes invoices and creates detailed logs:

  • Auto-approved invoices (within vendor limits)
  • Approval-required invoices (exceeding limits)
  • Invalid vendor alerts (unknown vendors)

Technologies Used

  • UiPath Studio
  • Document Understanding (OCR)
  • Excel/Workbook Activities
  • Regular Expressions for data parsing
  • CSV logging system

Business Value

  • Reduces manual invoice processing time by 80%
  • Ensures compliance with vendor approval limits
  • Creates comprehensive audit trail
  • Eliminates human errors in data entry
  • Scalable for high-volume processing

Author

Roya Valiyeva