# AP Automations PAI's AP automation is less about complex integrations and more about a simple handoff: once you've approved an invoice in PAI, the system can automatically forward it to your existing bill pay tooling — no exporting, no manual re-entry. --- ## Approved Invoice Email **Settings → Approved Invoice Email** This org-level setting lets you configure an email address that receives a PDF copy of every invoice or timecard the moment it's approved in PAI. Point it at your bill pay provider's email intake address and the handoff becomes automatic. **How to set it up:** 1. In Organization Settings, find the **Approved Invoice Email** field 2. Enter your bill pay provider's email intake address (see below for where to find this per provider) 3. Save From that point on, every approved invoice generates an email to that address with the invoice PDF attached. Your bill pay provider ingests it, parses the details, and adds it to your payment queue — handled by the tools you already use, without leaving PAI to trigger it. --- ## Compatible Providers Most modern bill pay and spend management platforms support email-based invoice intake. Common examples: - **Ramp** — supports email forwarding to a dedicated inbox for bill ingestion - **Brex** — supports email-based invoice capture for bill pay - **Bill.com** — supports a dedicated email address for invoice submission - **QuickBooks** — supports email forwarding to QuickBooks Bill Pay inbox Each provider's email intake address is typically found in their AP or bill pay settings. Refer to your provider's documentation for the specific address to use. > [!tip] > This approach works with any bill pay tool that accepts invoices via email — not just the providers listed above. If your platform has an email intake address, PAI can send to it. --- ## Why This Works Well The typical AP workflow without this setting: approve an invoice in PAI, download the PDF, log into your bill pay tool, upload or forward the PDF, add it to the queue. With the Approved Invoice Email configured, that last half of the workflow disappears. PAI approves the invoice and the payment queue updates on its own. This keeps your team working in PAI for the review and approval work — where the context lives — while letting your bill pay tooling handle what it's built for: payment execution. --- ## Webhook-Based Automations PAI's webhook triggers give you a second layer of automation — firing events to Zapier (or any HTTP endpoint) as invoices move through the AP workflow. Where the Approved Invoice Email handles the payment handoff, webhooks handle everything around it: notifications, records, and downstream processes in your other tools. PAI fires the following AP-related webhook events: - **Invoice Submitted** — a vendor has submitted an invoice; your team needs to review it - **Invoice Approved** — all lines cleared; invoice is approved and ready for payment - **Invoice Changes Requested** — invoice rejected; returned to vendor for revision - **Invoice Payment Date Set** — payment has been scheduled - **Invoice Paid** — payment is complete **What customers build with these:** **AP queue notifications** — trigger on Invoice Submitted to ping a Slack channel or send an email to your AP team the moment a vendor submits. No one needs to check PAI manually to know work is waiting. **Accounting sync** — trigger on Invoice Approved or Invoice Paid to create or update records in your accounting software, keeping your books in sync without manual entry. **Payment confirmations** — trigger on Invoice Payment Date Set to send a customized payment notification to a vendor or internal stakeholder via email or Slack. **Financial tracking** — trigger on Invoice Paid to update a live Google Sheet, Airtable base, or reporting dashboard that aggregates payment data outside PAI. For setup instructions and the full list of available webhook triggers, see [Webhooks](../01-Organization-Setup/Webhooks.md).