Graebel used Dynamics 365 Finance, Power Automate, and AI Builder to reimagine how Accounts Payable works.

Instead of a team manually handling hundreds of invoice emails every day, the new solution:

• Ingests incoming vendor invoice emails automatically.
• Uses machine learning models to extract key data from invoices, even across more than a dozen date formats.
• Creates invoice records directly in Dynamics 365 Finance.
• Routes documents to the right repositories and workflows without manual intervention.

As a result, a process that once required a 16-person team is now managed by a much leaner group focused on exceptions, inquiries, and reconciliations instead of routine data entry.

Since going live in early 2022, this automation has processed hundreds of thousands of document lines year to date, with success rates approaching three-quarters, depending on document quality and vendor consistency.

Graebel is now planning to extend this into vendor-facing portals and conversational experiences, so future AI agents can answer vendor questions, support onboarding, and handle maintenance tasks directly through Dynamics 365.

Graebel built a modern, AI-ready platform centered on Microsoft Dynamics 365 Finance and extended it with Azure and Power Platform services.

Key elements include:

• Dynamics 365 Finance as the core financial system, implemented in April 2019.
• A data architecture using Azure Data Factory, Azure Synapse Analytics, Databricks, and a lakehouse to provide fast, SQL-based access to trusted operational and financial data.
• Data prepared for analytics in Power BI, enabling better reporting and insight.
• Power Platform as the “connective tissue” around Dynamics 365:
  • Power Apps, Power Pages, and Dataverse for customer and client portals.
  • Power Automate for end-to-end workflow automation.

Graebel is also experimenting with Model Context Protocol (MCP) to connect Dynamics 365 with external data sources and operational systems in a more flexible way. The goal is to move away from brittle, point-to-point integrations and toward an AI-ready integration layer.

Over time, this foundation is intended to support AI agents that can securely retrieve context, create or update records, and initiate workflows. That shift allows employees to move from navigating complex screens to more natural, AI-driven interactions that reduce friction and free up time for higher-value work.

Graebel is extending AI agents across multiple business areas using Microsoft Copilot Studio and Power Platform, while putting strong governance in place.

AI agent use cases include:

• Knowledge retrieval: Agents built with Copilot Studio let employees access policy documents and operational artifacts via chat instead of searching large PDFs or shared folders. This helps consultants significantly cut the time spent hunting for information.
• Operational workflows: Agents support scenarios such as recruitment screening, employee onboarding, and other structured, multistep processes.
• Legacy system automation: With partner Get AI, Graebel is piloting Computer Use Agents (CUAs) that interact with legacy systems by “seeing” the screen and using the UI like a human (virtual keyboard and mouse). Early tests show strong performance, with plans to move workloads into production as human-in-the-loop controls mature.
• New pilots: Agents that analyze public information on top client websites for expansion or organizational change signals, support RFP evaluation, and automate invoice auditing and reconciliation. Additional internal agents help employees retrieve IT documentation, client data, and HR and corporate policies via SharePoint and Copilot Studio.

Governance and security:

• Graebel worked with Get AI to establish a Center of Excellence (CoE) for Power Platform and Copilot Studio.
• The CoE standardizes environments, enforces tenant-wide policies, automates pipelines, and separates development, testing, and production workloads.
• After implementing the CoE, Graebel significantly improved its security posture, including disabling more than a thousand unused connectors and reducing administrative sprawl.

This combination of experimentation and governance supports Graebel’s broader “Be Bold” strategy, which focuses on enriching employee experiences, reshaping business processes, reinventing customer engagement, and bending the curve on innovation—while keeping compliance and data integrity at the center.