Utilising Microsoft Power Automate to fix productivity headache

The Challenge

A high profile client’s accounts department faced an operational bottleneck, receiving over 100 daily emails containing PDF invoices and additional commentary within the email body. The manual workflow required staff to individually open each email, download attachments, review message content, and organise files into appropriate folders – a process taking a significant amount of time each day. The client sought an automated workflow to extract and organise this information, significantly reducing the manual effort.

The Solution

Synergy leveraged the client’s existing toolset, Microsoft Power Automate, to design an automated solution. The custom workflow monitors a designated email folder in real time and automatically triggers when new messages arrive. Upon activation, the system extracts all PDF attachments from the email, converts the email body content into a searchable text file preserving crucial invoice related commentary, creates a unique folder using the sender’s address and email timestamp, and files both the PDF and text file in the newly created folder. This solution reduces the manual processing time and now staff only need to review the documents rather than managing the filing process.