FINANCE
Capture emailed receipts and auto-attach them to the right charge
Watches a receipts inbox in Outlook, extracts amount, merchant, and date from each attachment with OpenAI, and links it to the matching Stripe charge in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email in Outlook receipts folderOutlook
- ActionExtract receipt fields from attachment with OpenAIOpenAI
- ActionFind matching open charge in AirtableAirtable
- LogicBranch: confident match vs. needs review
- OutputAttach receipt and set status, or route to review queueAirtable
What it does
When a cardholder forwards a receipt to the finance inbox, this workflow reads the attachment, pulls the key fields, finds the corresponding card charge, and attaches the receipt to it in Airtable. The charge flips from Needs Receipt to Matched with no manual data entry.
When to use it
Ideal when receipts arrive as email attachments or photos and someone is hand-keying them. It turns an inbox into an automated capture pipeline that feeds your reconciliation ledger.
How it works
- 1A new email arrives in the monitored Outlook receipts folder.
- 2The workflow extracts the attachment and uses OpenAI to read amount, merchant, and transaction date.
- 3It searches Airtable for an open charge matching those fields within a date tolerance.
- 4A branch handles a confident match versus an ambiguous one needing human review.
- 5Confident matches get the receipt file attached and status set to Matched; ambiguous ones are routed to a review queue.
- 6The outcome is written back to the Airtable ledger with the source email reference.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, 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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