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Send PDF invoices generated from SAP by e-mail

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Posted on by DataNinja777

Hi Power Automate Community,

I'd like like to send PDF invoices generated from SAP by e-mails to customers. I know that SAP has this functionality of automatic invoicing by e-mails, but it has taken years to get SAP programmers to complete this task, and we'd like to do it by ourselves, as self-service will cut down on back and forth communication time. I'd greatly appreciate it if anyone who has done this before with Power Automate could give me some instructions and steps to follow. FYI, I am a novice with respect to Power Automate.

Thank you for your help!

Best regards,

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Power Automate Desktop

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eetuRobo 4,204 Super User 2025 Season 2 on at

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Do you have any actions done on this flow yet? Are you using VBscript or Power Automate Desktops own actions?

In SAP can you download the invoice PDF to your desktop? If so then it should be pretty straight forward to just automate PAD to download the invoice PDF from SAP and then send it with outlook action to the customer.

I have done similar automation which generates sales order and downloads it and sends it to customer.
In my case I did the SAP automation with VBscript. It pretty easy when you get a hang of it since SAP has pretty good script recorder functionality. When the VBScript has generated and downloaded the sales order to a local folder my Power Automate Desktop uses Send email action to send that file to the customer.

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VishnuReddy1997 2,656 Super User 2025 Season 2 on at

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Hi @DataNinja777 ,

If you download document from the SAP.You can send that document through mail using Power Automate desktop.
If you can confirm whether you able to download the document from the SAP.

(Note:- if you got your solution you can mark as solution and gives kudos)

Thanks & Regards
Vishnu Reddy

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DataNinja777 17 on at

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Hi @eetuRobo ,
Thank you for your response. I have not done anything yet on this in flow. In SAP we can download the invoice PDF to the desktop, but I haven't automated this part yet. Regarding the send e-mail and the PDF, how did you link the PDF invoices to the correct e-mails? I am sorry for asking such basic questions, but I'd greatly appreciate it if you could walk me through on this, or point me to the right educational material which I can refer to in setting up this flow.

Best regards,

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VishnuReddy1997 2,656 Super User 2025 Season 2 on at

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Hi @DataNinja777 ,

Here’s a high-level overview of how you can link PDF invoices downloaded from SAP to the correct emails using Power Automate Desktop:
1. Download the Invoice PDF from SAP: You can automate Power Automate Desktop (PAD) to download the invoice PDF from SAP. This can be done using UI automation in PAD and SAP GUI Scripting.
2. Extract Data from PDF Invoices: Once you have the PDF invoices, you can extract the necessary data from them. There are tutorials available that show how to use Microsoft Power Automate to extract data from PDF invoices using AI Builder or text manipulation actions.
3. Send Email with the Invoice: After extracting the necessary data, you can use the ‘Send Email’ action in PAD to send the invoice to the customer1. The email can be sent via Outlook or any other email client that you have set up.

For more detailed instructions, you can refer to these educational materials:
1. Microsoft Power Automate Tutorial - Extract data from PDF invoices
2.Extract PDF Invoice with Text Manipulation in Microsoft Power Automate Desktop (Part 1 of 3)
3.Create an SAP desktop flow by using Power Automate Desktop

NOTE: ONCE PLEASE START CREATING THE FLOW,IF YOU GOT STUCK ANY WHERE ASK IN THE COMMUNITY SOMEBODY CAN HELP

(Note:- if you got your solution you can mark as solution and gives kudos)

Thanks & Regards
Vishnu Reddy

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DataNinja777 17 on at

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Thank you @VishnuReddy1997 for your kind instructions.
I will get started with this and let you know if I am stuck again.
Best regards,

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