INVOICE PROCESSING
No-PO Invoice Triage and Cost-Center Assignment
Catches invoices that arrive with no matching purchase order, has an agent infer the likely cost center and category from the line items.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email arrivesGmail
- LogicSearch for matching PO; continue if noneAirtable
- ActionAgent infers cost center and budget ownerOpenAI
- ActionLog unmatched-spend recordAirtable
- ActionOpen approval task for budget ownerAsana
- OutputPost outcome to AP Slack channelSlack
What it does
Deals with the hardest exception: an invoice with no PO to match against at all. An agent reads the invoice, infers the probable cost center, GL category, and budget owner, and routes it as a maverick-spend approval rather than letting it sit unmatched in the inbox.
When to use it
Use it when a meaningful share of invoices come in for purchases nobody raised a PO for, and AP wastes time guessing who owns the charge. It turns each no-PO invoice into a routed, owned approval task.
How it works
- 1A new invoice email triggers the flow.
- 2The flow searches Airtable for a matching PO and continues only when none is found.
- 3An agent reads the invoice line items and vendor to infer cost center, category, and the likely budget owner.
- 4An unmatched-spend record is written to Airtable with the inferred attributes.
- 5An Asana task is created for the budget owner with the invoice, inferred coding, and an approve/reject decision.
- 6The outcome is posted back to the Slack AP channel for visibility.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect AsanaTasks, projects, milestones — everywhere.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Connect OpenAIModels, embeddings, files.
- 6Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 7Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 8Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
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Gate invoice approvals on a duplicate cross-check
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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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