[BLOG] Revolutionising P2P: Key Takeaways from Our AI & Automation Roundtable

On Wednesday 8th Jan 2025, I hosted a highly engaging roundtable to explore how AI and automated workflow tools—such as Make, n8n, and Zapier—can tackle real-world business challenges, in the private market sector. We brought together entrepreneurs from real estate and AI tech, as well as other industry leaders, sparking lively discussions on various automation strategies. Our conversation naturally centered on the P2P (Procure-to-Pay) process, with ChatGPT and n8n emerging as standout solutions for streamlining tasks like data extraction, categorisation, and approvals. To ensure we captured every insight, we used an AI-driven noter (otter.ai) during the event.

We also touched on how Leasing Processes can be automated from end to end—a topic we plan to explore in-depth at our next roundtable. The synergy among participants confirmed that these emerging technologies can revolutionise traditional business models, whether in real estate, finance, or beyond.

At AgencyX, we’re well-positioned to help you implement these transformative automation solutions. If you’re interested in streamlining your processes and exploring new efficiencies, get in touch—we’d love to partner/collaborate with you (www.agencyx.tech). Below are the tasks within a P2P process that can be automated using ChatGPT and n8n. This should give you ideas on how to streamline operations well beyond email handling and calendar management. What was discussed is achievable to implement today.

Practical Application of an AI-Driven P2P (Procure-to-Pay) Process.

P2P is the end-to-end cycle of procuring goods/services and making payments to vendors. Below are ways ChatGPT and n8n combined together can help automate some of those steps:

1. Vendor Inquiry & Data Gathering

Vendor Registration/Inquiries: Use a web form or email trigger for new vendor sign-up inquiries. n8n fetches the info, and ChatGPT can classify the request (e.g., which department it belongs to, urgency, completeness of information). Automatically create a record in your CRM or procurement software.
Parsing Proposals or Quotes: When a vendor sends a PDF or email quote, n8n can extract the text. ChatGPT can then parse out key data: pricing, payment terms, product specs, proposed timelines. This data can be automatically stored in your procurement system (e.g., an Excel/Google Sheet, or an ERP like SAP, NetSuite, or Odoo).

1.2. Purchase Requisition and Order Creation

Automated Approval Flows: If you receive a Slack message or email requesting a new purchase, ChatGPT can extract details (item, quantity, budget info). n8n routes this to the appropriate manager for approval. Once approved, the workflow generates a Purchase Requisition in your system of record.
Purchase Order Generation: Upon approval of a requisition, n8n can create a Purchase Order (PO) automatically. It can fill in vendor details, item descriptions, price, and other relevant info extracted by ChatGPT. The final PO PDF or email is sent to the vendor automatically.

1.3. Invoice Processing

Invoice Receipt & Categorisation: Vendors often email PDF invoices. n8n can monitor an inbox folder (or an SFTP location). When a new invoice is found, ChatGPT can help categorise it (Is it for “Services,” “Supplies,” “Consulting,” etc.?). The invoice data (invoice number, date, amount, line items) can be extracted automatically (using OCR if needed) for direct entry into your accounting system.
Discrepancy Checks: ChatGPT can be prompted to compare the invoice details with the corresponding PO details (are the amounts and line items matching?). If there’s a discrepancy, n8n sends an alert to the procurement/finance team or triggers an internal Slack message for resolution.

1.4. Approvals & Payment Scheduling

Payment Approval Workflow: Once an invoice is validated, n8n sends a payment approval request to the relevant stakeholder(s). ChatGPT can summarise the invoice content, highlight any exceptions or urgent factors. The stakeholder can approve or reject via a single-click in Slack/email.
Payment Execution: After approval, n8n can notify your accounting system or your bank’s API to schedule the payment. Confirmation is automatically sent back to the vendor, or posted in a channel (like Slack) for record-keeping.

1.5. Vendor Communications & Follow-Up

Automated Updates: If a payment is delayed or requires additional documentation, ChatGPT can draft a polite email to the vendor requesting the missing info. You can choose to auto-send or have it set as a draft for manual review.
Vendor Performance Summaries: Periodically, n8n can compile data about the vendor’s on-time delivery, invoice accuracy, or pricing changes. ChatGPT summarises and highlights trends. This data can be shared with procurement teams for decision-making (e.g., vendor negotiations or re-sourcing).

2. Putting P2P Automations into Practice

2.1 Set Up the Integrations

Connect n8n to your email, OCR tool (if needed), financial system (e.g., QuickBooks, Xero, NetSuite, Odoo), and procurement software (e.g., Coupa, Ariba, SAP).
Secure your credentials and have read/write permissions where appropriate.

2.2 Design the Workflow Steps

Data Intake: Email, forms, or direct integration from your vendor portal.
Classification & Extraction: ChatGPT helps parse text for relevant fields (PO details, invoice data, etc.).
Approval Steps: Branching logic in n8n for manager approvals.
Data Entry: Automatic creation of records in your ERP/accounting system.
Notifications: Slack/email pings for any exceptions or confirmations.

2.3. Define Business Rules and Thresholds

Decide which values or conditions require a manager’s sign-off (e.g., any PO above £5,000). ChatGPT can provide a summary of flagged items or variances for easy review.

2.4. Testing & Refinement

Simulate a few POs and invoices through the system. Adjust ChatGPT prompts to ensure the correct extraction and categorisation of key fields. Make sure n8n routes approvals and notifications to the right people at each stage.

2.5. Security & Compliance

For sensitive financial data, ensure that you comply with data handling rules, privacy regulations, and any internal policy requirements. Limit what information you share with ChatGPT if it’s not self-hosted or if you don’t have an enterprise-level data security arrangement.

3. Key Takeaways

Procure-to-Pay: Automations can streamline vendor interactions, PO creation, invoice matching, approval flows, and payment notifications.
ChatGPT’s Role: Best used for text-based tasks like classification, extraction, summarisation, and generating polite or detailed messages.
n8n’s Role: Orchestration hub that triggers workflows, integrates with APIs, routes approvals, stores data, and sends notifications.
Continuous Improvement: Like all automation, start small, test thoroughly, and iteratively improve prompts, logic, and workflows.

By systematically automating these tasks, you reduce human error, expedite routine processes, and free up your team’s time for strategic decisions and relationship-building with vendors and stakeholders. The P2P automation especially can significantly cut down on admin overhead and speed up payments—ultimately improving your cash flow and vendor satisfaction.