INVOICE PROCESSING
Quantity-Mismatch Vendor Clarification Loop
When billed quantity differs from received quantity, drafts and sends a clarification email to the vendor, logs the open query in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice matched to PO and receiptGmail
- LogicCompare billed vs. received quantity
- ActionDraft vendor clarification emailOpenAI
- ActionSend clarification to vendorGmail
- ActionLog open query with SLA dateAirtable
- OutputRemind AP if vendor reply is overdueSlack
What it does
Handles the over/under-shipment class of mismatch by closing the loop directly with the vendor. Instead of an AP clerk writing the same email by hand, it composes a specific quantity-discrepancy query, sends it, tracks the open item, and chases a stale reply.
When to use it
Use it when invoice quantity routinely disagrees with the goods receipt and the resolution is almost always a back-and-forth with the supplier. It standardizes that conversation and keeps unanswered queries from going cold.
How it works
- 1A new invoice triggers the flow and is matched to its PO and goods receipt.
- 2A branch compares billed vs. received quantity per line and continues only on a quantity delta.
- 3The flow drafts a clarification email citing the PO number, line, ordered, received, and billed quantities.
- 4The email is sent to the vendor contact via Gmail.
- 5An open-query row is logged in Airtable with an SLA due date.
- 6If no vendor reply lands before the due date, AP gets a Slack reminder to follow up.
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.
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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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