ID283 - ITT & Automated AP App

Getting someone to service your out-of-territory equipment at a rate that makes sense for both parties can be a challenge. Ensuring that partner honors the agreed rates is even more difficult. This Power App (Code Apps) looks to solve this problem, provide a centralized system to manage ITT vendor service agreements and ensure accurate billing by validating invoices against those agreements. Interactive docs (by Claude).

Not just ITT contracts, any vendor contract.

Vendor contracts are difficult to manage and even harder to trust. Terms live in multiple places, change over time, and are rarely validated against what vendors actually bill. Rates drift, effective dates overlap, items fall out of scope, and discrepancies are usually discovered after the money is already gone, leaving teams to reconcile invoices manually and react after the damage is done.

This app centralizes vendor contract data into a single, structured source of truth that reflects how vendors actually bill. Contract programs, rates, items, and effective dates are maintained in one place and kept consistent over time, eliminating guesswork and reducing dependency on spreadsheets or tribal knowledge. AI assisted bulk import can be used to ingest existing contracts from PDFs, spreadsheets, or emailed documents, accelerating onboarding while keeping humans in control through review and approval.

As billing activity occurs, the app continuously compares expected contract behavior to real-world data. Mismatches are surfaced early, clearly explained, and tracked through resolution so issues can be addressed before revenue is lost. The app also uses AI to read and parse unstructured vendor invoices received by email, turning inconsistent PDFs and free-form layouts into usable data so every invoice can be validated, not just sampled.

Instead of static contract setup, teams gain an active system that improves billing confidence, reduces revenue leakage, and provides clear visibility into vendor performance and dollars at risk.

What's New in v2:

Version 2 is a major release. It adds direct e-automate write-back, two-sided contract economics, more billing models, government IFF handling, a new Unmatched Vendors screen, contract linking and cleanup tools, sharper search and sort, a more dependable bulk import, and a round of reliability fixes. Each capability can be turned on per client. The full list is in the interactive docs.

New

• Push reconciled vendor invoices straight into e-automate as AP vouchers and invoices, so approved bills reach accounting without anyone re-keying them.
• Create an e-automate sales order from a vendor contract with one click, no manual order entry.
• Record both sides of a deal on one contract: the rate billed to the end customer alongside the dealer cost, so margin is visible in a single view.
• Capture tiered overage pricing with volume-banded meter rates per meter group, matching how vendors actually bill tiered contracts.
• Mark a contract as having unlimited base volume so flat-rate plans are represented accurately and never flagged as overages.
• Mark a contract as evergreen (auto-renewing, no end date) so it is never treated as expired.
• Capture NASPO Industrial Funding Fee fields and check IFF lines against the contract percentage, so government fees are recognized instead of flagged as unmatched.
• Track contracting dealer compensation percentage on a contract so co-op and referral economics live with the agreement.
• Capture customer hierarchy so complex multi-level agreements model correctly.
• New Unmatched Vendors screen that groups contracts whose vendor never matched e-automate and lets an admin link each raw vendor name to the right vendor in one place.
• Link a single invoice line to the correct contract pricing line and instantly re-run validation.
• Link an entire invoice to one contract in a single action when every line belongs to the same agreement.
• Merge duplicate vendor contracts into one record so pricing and history stay together.
• Break out a contract by splitting selected pricing lines into a new contract when one agreement should really be several.
• Create a vendor contract pre-filled straight from an invoice, with a duplicate check, so a missing contract is added in minutes.
• Define program configurations that pair a host machine with its required accessory bundle, then flag invoices that bill an approved item outside its allowed combination or fall short of expected quantities.
• Flag invoices for equipment that has no active e-automate contract, so you stop paying for coverage that should have ended.
• Delete a vendor program created by mistake, with a reference check that warns before removing anything still in use.
• Search e-automate equipment live by serial number, equipment number, or description so the right machine is picked without scrolling.
• Per-client feature toggles let an admin turn each new capability on or off, with the push features enabling only when the required integrations are installed.

Improved

• Bulk contract import now lets you pick which sheet of an Excel workbook to import, fix bad values inline in the preview, and see valid, warning, and error counts before you commit. It is faster and more dependable on large files.
• Item and contract-line quantities now fill in automatically from the matching e-automate contract, improving matching and saving manual lookups.
• Searchable, type-to-search pickers for large vendor and contract lists load fully without truncating, so the right record is always findable.
• Sort the reconciliation inbox by date, priority, amount, or impact, and a tighter full-width table makes wide screens usable.
• AP voucher import now shows a match indicator so you can see which vouchers already tie to an active contract and focus your effort.
• The vendor invoice parser now monitors a shared AP mailbox directly, so invoice intake keeps working no matter who is in the seat, without sharing a personal mailbox.

Fixed

• Inline edits to contract details, including meter escalation rate, meter type, and pricing model, now save reliably instead of being silently dropped.
• AP imports that falsely reported failure while actually inserting are fixed, so vouchers no longer vanish before reaching the inbox.
• The Matched badge now distinguishes a true contract match from a vendor-only match, so you can trust what Matched means.
• Vendor links on the Unmatched Vendors screen now stay linked after a refresh instead of silently reverting.
• Customer contract dropdowns now page through every record, so you see all contracts rather than just the first batch.
• Equipment, item, customer, and vendor dropdowns now load their full lists, so records that exist in e-automate show up and resolve on matched lines.
• Contract bulk import now succeeds on clients with named-instance SQL servers where it previously failed silently.

Below is a recording the 5/28/26 webinar.

How Reconciliation Works:

Every invoice line is matched to the most specific row in the contract — by Equipment > Item > Meter Type > Description > Effective Date — the expected amount is calculated using the contract’s pricing model with rate-schedule escalation, the variance is computed (LineAmount minus ExpectedAmount), and a set of exception checks runs: tolerance breach, missing quantity, meter allowance mismatch, supplies on/off contract, below minimum billing, duplicate invoice, customer not approved on a vendor program. Clean lines auto-approve; anything flagged lands in the Recon Inbox for review. The full 7-stage breakdown is on the documentation page.

Technical Requirements:

Before we install in your Microsoft tenant, your IT prepares three things (the full plain-English checklist is on the documentation page):

1. Your tenant is ready — Dataverse capacity available for a new Production environment (~1 GB free), an on-premises Data Gateway installed connecting Power Platform to your e-automate SQL Server, and a Power Apps Premium license for each app user (per-user plan or Pay-As-You-Go — PAYG bills only the users who actively access the app each month).
2. A "CEOJuice" user account in your tenant with the Power Platform Administrator role assigned, MFA already registered (sign in once at aka.ms/mysecurityinfo in a modern browser to add an Authenticator app or phone), and a Power Automate Premium license. Credentials are shared securely with the CEO Juice deployment team — we deploy as a regular user in your tenant (not a service principal).
3. A security group for app users — a Microsoft Entra Security group (not a Microsoft 365 group or distribution list) with users added directly (nested groups are silently not honored by Power Platform — members appear to be in the group but get a “no access” error on the data). After install, your IT manages who has access by adding or removing members from this group.

Plus Copilot credits for the AI invoice parsing — purchase your preferred way, the pay-as-you-go option is typically easiest: Microsoft 365 Copilot Pricing – AI Agents | Copilot Studio.