In many organizations, invoice approvals are still manual, slow, and inconsistent. Small invoices don’t need human intervention, while high-value invoices must go through managers or finance teams. However, most systems treat all invoices the same, leading to delays and unnecessary approvals.
In this blog, we design a smart multi-stage invoice approval process using Copilot Agents in Dynamics 365, where:
- AI validates and approves low-risk invoices automatically
- Higher-risk invoices are sent to managers via email approval
- Invoice status is updated in real time inside Dynamics 365
The goal is to reduce manual effort, speed up approvals, and keep users informed without blocking their work.
What This Blog Will Explain:
This solution is built around a realistic end-to-end scenario:
- A Copilot Agent starts with a clear prompt asking the user to submit an invoice for approval
- The user uploads a Dynamics 365 Invoice PDF.
- A custom prompt validates whether the document is a valid invoice
- If valid, the AI extracts invoice details into structured JSON
- An Agent Flow processes this data and triggers a multi-stage approval
- The invoice status is updated to In Progress, Approved, or Rejected
- Managers receive approval requests via email, without blocking the user
How the Invoice Approval Agent is Used by Business Users
Although the Invoice Approval Agent is built using Copilot Studio, it is designed to work in the context of invoice processing, not as a standalone chatbot.
In a real business scenario, users typically begin their work from an Invoice record in Dynamics 365. When an invoice is ready for approval, the user already has access to a standard SSRS-generated Invoice PDF, which represents the official invoice document shared with customers.
Now the Copilot Agent make it easy to approve invoice... Read More
