Invoice Automation System - Complete Flow MVP

Step 1: Create Invoice (Dynamics 365)

Fill in the invoice details - system handles everything else automatically

What happens next? Click the button above to see the entire automation pipeline. Watch as the system: 1. Identifies the client 2. Calculates VAT automatically 3. Generates formatted invoice 4. Sends email 5. Updates status

Step 2: Automation Pipeline

Real-time execution of Power Automate flow

Invoice Received

Invoice created in Dynamics 365

Client Identified

Select a client above

Template & VAT Loaded

Fetching from Template Library...

Calculations Done

VAT = Amount × Rate

Excel File Generated

Invoice formatted and ready

Email Sent to Client

Automatically delivered

Status Updated

Marked as "Sent" in Dynamics

Invoice

Invoice # 2026-001

Description Service

Subtotal (Excl VAT) 0 SAR

VAT 0 SAR

Total Amount 0 SAR

Payment Terms Net 30

How FLOW 1 Works (Detailed Breakdown)

Complete Data Flow:

USER FILLS
Dynamics Form

→

POWER
AUTOMATE
TRIGGERED

STEP 1: READ
Client ID +
Amount

→

STEP 2: LOOKUP
Client in
Dataverse

STEP 3: GET
VAT Rate +
Template Ref

→

STEP 4: FETCH
Template from
Library

STEP 5: CALCULATE
VAT Amount
Total

→

STEP 6: INSERT
Data to
Excel

STEP 7: SAVE
File to
SharePoint

→

STEP 8: SEND
Email with
Invoice

STEP 9: UPDATE
Dynamics
Status

✓

COMPLETE
Invoice
Sent

Time Saved - Before vs After

Task	Manual (Before)	Automated (After)	Savings
Select & open template	2 minutes	Automatic	2 min/invoice
Enter client details	3 minutes	Automatic	3 min/invoice
Calculate VAT & total	5 minutes	Automatic	5 min/invoice
Format & align invoice	8 minutes	Automatic	8 min/invoice
Send email to client	2 minutes	Automatic	2 min/invoice
TOTAL PER INVOICE	20 minutes	30 seconds	19.5 min SAVED!

Real Impact: If you generate 50 invoices/month = 1,000 minutes saved = 16+ hours/month = 200+ hours/year!

Template Management Software

Central hub for all invoice templates - no more Excel file chaos!

Click to Upload Excel Template

Or drag & drop your existing invoice template

✓ What to upload: Your existing Excel invoice templates (as they are - no changes needed!)

✓ What gets created: A branded invoice template specifically for this client with VAT rate pre-set

Template Library

All templates stored, organized, and ready to use

Al Rashid Trading

VAT 15% • Uploaded

Gulf Horizon

VAT 5% • Uploaded

Noor Al Madina

VAT 15% • Uploaded

Important Connection: Every template in this library is automatically available to FLOW 1. When an invoice is created in Dynamics 365, Power Automate looks here to fetch the correct template. New template = immediately usable!

How FLOW 2 Works (Detailed)

Option A: Upload Existing Template

Step 1: Click "Upload" button or drag-drop your Excel template
Step 2: System extracts: client name, VAT rate, fields
Step 3: Template stored in Dataverse + SharePoint
Step 4: Automatically linked to client in Dynamics 365
Result: Template ready for automation (FLOW 1 will use it)

Option B: Create New Template

Step 1: Enter client name, VAT rate, payment terms
Step 2: Choose brand color (for professional look)
Step 3: Click "Generate" - system creates formatted template
Step 4: Template saved to library
Result: Brand-new template ready to use immediately

Key Benefit: No need for IT or technical skills to manage templates! Business users can upload or create templates without touching raw Excel files.

How FLOW 1 & FLOW 2 Connect

The complete automation ecosystem

The Complete Picture:

FLOW 2: Template Library

• Upload existing Excel templates
• Create new branded templates
• Store in central system
• Organize by client

CONNECTED

Data Storage

• Dataverse (Templates DB)
• SharePoint (Files)
• Linked to Clients in Dynamics 365
• Accessible 24/7

FLOW 1: Invoice Automation

• Create invoice in Dynamics
• Fetch template from FLOW 2
• Fill data automatically
• Send to client

Real-World Scenario:

Monday Morning:

Your finance team receives an invoice from a new client "Tech Solutions LLC". They need to generate an invoice but no template exists for this client yet.

✓ SOLUTION - FLOW 2 (Template Management):

1. Go to Template Management software (Power Apps)
2. Click "Create New" tab
3. Enter: Client name, VAT rate (15%), Payment terms (Net 45)
4. Pick brand color
5. Click "Generate" - Template created in 2 minutes!
6. Template automatically appears in library

SAME DAY - FLOW 1 (Invoice Automation):

1. Open Dynamics 365 Project Module
2. Create invoice: Select "Tech Solutions LLC", enter amount $25,000
3. Click "Create Invoice"
4. System automatically:
    → Finds new template for Tech Solutions
    → Calculates VAT: $25,000 × 15% = $3,750
    → Generates Excel file with brand colors
    → Sends email to client
    → Updates status to "Sent"
5. COMPLETE in 30 seconds! (Would have taken 20 minutes manually)

System Architecture Overview:

Dynamics 365

— Invoice Data —

Dataverse

Power Automate

← Orchestration →

Power Apps

SharePoint

← Templates & Files →

Excel/PDF

Complete Benefits Summary

Aspect	Before (Manual)	After (Automated)
Time per invoice	20 minutes	30 seconds
Human errors	High (calculations, formatting)	Zero (automated)
Template management	Scattered Excel files	Centralized system
Client experience	Manual delays	Instant invoices
Scalability	Bottleneck on team	Unlimited (system scales)
Compliance	Manual tracking	Automatic audit trail

Invoice Automation System - Complete MVP