Make.com Automation for Invoice Workflow
Budget: $30 – $250 USD
PROJECT BRIEF: Automated Invoice Processing (Make.com + UBL 2.1 XML)
1. Project Overview
We need a Make.com (formerly Integromat) expert to automate our purchase invoice workflow. The system must monitor a Zoho Mail folder, process incoming .zip files containing electronic invoices (Colombian DIAN UBL 2.1 Standard), extract data from the XML, store it in a MariaDB/MySQL database, and archive the PDF in Dropbox.
2. Technical Stack
Automation Platform: Make.com (Mandatory).
Email: Zoho Mail (IMAP).
XML Standard: UBL 2.1 (AttachedDocument format).
Database: MariaDB/MySQL (Hosted on Azure).
Storage: Dropbox Business.
3. Scope of Work (Step-by-Step)
Trigger: Watch a Zoho Mail folder for new emails with .zip attachments.
Extraction: Unzip files to retrieve the .xml and the .pdf.
Advanced XML Parsing:
Extract data from the encapsulated cbc:Description node (standard for DIAN Colombia).
Capture: Invoice #, Issue Date, Supplier NIT (Tax ID), Subtotal, Taxes, and Total Amount.
Logic for Purchase Order (OC): Search for the OC number in cac:OrderReference. If empty, use Regex to find a 4-5 digit pattern in the cbc:Note field.
Database Integration:
Match Supplier NIT with our internal ps_supplier table.
Insert a header row in ps_lasus_factura_proveedor.
Iterate and insert line items in ps_lasus_factura_proveedor_detalle.
IMPORTANT: Use raw SQL names. NO Aliases (AS) are allowed to ensure Looker Studio compatibility.
File Management: Rename the PDF as [SupplierName]-[InvoiceNumber].pdf and upload to Dropbox folder /Facturas_Compra/YYYY-MM/.
4. Work Requirements & Security
Account Ownership: All work must be done directly on the Client's Make.com account. You will be invited as a member.
Data Integrity: No changes to existing table structures or column names.
Security: Access will be provided via restricted MySQL users and Scoped Dropbox Apps.
Deliverables: A fully functional Make.com scenario, documented with notes, and a 30-min handover session.
YOu can finde attached the files we receive.
1. Project Overview
We need a Make.com (formerly Integromat) expert to automate our purchase invoice workflow. The system must monitor a Zoho Mail folder, process incoming .zip files containing electronic invoices (Colombian DIAN UBL 2.1 Standard), extract data from the XML, store it in a MariaDB/MySQL database, and archive the PDF in Dropbox.
2. Technical Stack
Automation Platform: Make.com (Mandatory).
Email: Zoho Mail (IMAP).
XML Standard: UBL 2.1 (AttachedDocument format).
Database: MariaDB/MySQL (Hosted on Azure).
Storage: Dropbox Business.
3. Scope of Work (Step-by-Step)
Trigger: Watch a Zoho Mail folder for new emails with .zip attachments.
Extraction: Unzip files to retrieve the .xml and the .pdf.
Advanced XML Parsing:
Extract data from the encapsulated cbc:Description node (standard for DIAN Colombia).
Capture: Invoice #, Issue Date, Supplier NIT (Tax ID), Subtotal, Taxes, and Total Amount.
Logic for Purchase Order (OC): Search for the OC number in cac:OrderReference. If empty, use Regex to find a 4-5 digit pattern in the cbc:Note field.
Database Integration:
Match Supplier NIT with our internal ps_supplier table.
Insert a header row in ps_lasus_factura_proveedor.
Iterate and insert line items in ps_lasus_factura_proveedor_detalle.
IMPORTANT: Use raw SQL names. NO Aliases (AS) are allowed to ensure Looker Studio compatibility.
File Management: Rename the PDF as [SupplierName]-[InvoiceNumber].pdf and upload to Dropbox folder /Facturas_Compra/YYYY-MM/.
4. Work Requirements & Security
Account Ownership: All work must be done directly on the Client's Make.com account. You will be invited as a member.
Data Integrity: No changes to existing table structures or column names.
Security: Access will be provided via restricted MySQL users and Scoped Dropbox Apps.
Deliverables: A fully functional Make.com scenario, documented with notes, and a 30-min handover session.
YOu can finde attached the files we receive.
Related categories:
XML
Software Architecture
MySQL
Data Extraction
Process Automation
Dropbox API
Automation
Data Management
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