INVOICE PROCESSING
Three-Way Match Exception Router to AP Queue
When a vendor invoice arrives by email, compares it against the matching purchase order and goods receipt, and routes any quantity, price, or missing-receipt mismatch…
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP inboxGmail
- ActionExtract PO number and line items from invoiceOpenAI
- ActionLook up matching PO and goods receiptAirtable
- LogicCompare price, quantity, and receipt; flag variance
- ActionCreate exception row in AP queueAirtable
- OutputNotify assigned approver in SlackSlack
What it does
Catches invoices that fail a classic three-way match (purchase order vs. goods receipt vs. invoice) and turns each failure into a tracked, owned exception instead of a stalled payment. Clean matches pass through silently; only genuine discrepancies reach a human.
When to use it
Run this when your AP team manually eyeballs PO numbers, receipt quantities, and invoice totals before approving payment. It removes the clean-match noise so reviewers spend time only on the invoices that actually disagree.
How it works
- 1A new invoice email lands in the shared AP inbox and triggers the flow.
- 2The PO number and line items are extracted from the invoice attachment.
- 3The flow looks up the matching PO and goods-receipt records in Airtable.
- 4A branch compares unit price, quantity ordered vs. received vs. billed, and flags any delta beyond tolerance or a missing receipt.
- 5On mismatch, an exception row is created in the Airtable AP queue with the variance details and a status of Needs Review.
- 6A Slack message notifies the assigned approver with the variance summary and a link to the queue row.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect SlackChannels, DMs, threads, mentions.
- 4Connect OpenAIModels, embeddings, files.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
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Front vendor invoice to Airtable approval packet with line-item parse
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Gate invoice approvals on a duplicate cross-check
When an approver clicks Approve in your AP system, a webhook re-validates the invoice against paid history in Postgres and Stripe charges.
Three-Way Match Exception Router by Variance Type
When a new invoice fails three-way match against its PO and receiving record, this workflow classifies the mismatch (price, quantity, or missing receipt) and routes each variance…
Route parsed Front invoices to the right Slack approver by amount
Parses an incoming Front vendor invoice and posts an interactive Slack approval card to the approver whose spending threshold matches the invoice total.
Three-way match Front invoices against purchase orders in Postgres
Parses a Front vendor invoice and runs a three-way match against the matching purchase order and receipt records in Postgres, posting pass or exception results to Slack.
Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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