INVOICE PROCESSING
Track Invoice PDFs in Drive and Catch Renewal Price Jumps
Watches a Google Drive invoices folder, extracts the vendor and total from each new PDF, updates a per-vendor price history in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerNew PDF in Drive invoices folderGoogle Drive
- ActionExtract vendor, total, and term from PDFOpenAI
- ActionLook up last total in AirtableAirtable
- LogicFlag when renewal exceeds prior term
- ActionUpdate Airtable price historyAirtable
- OutputNotify Teams of the price jumpMicrosoft Teams
What it does
Many teams archive invoices as PDFs in a shared Drive folder rather than an inbox. This workflow watches that folder, reads each new invoice PDF, and maintains a running price history per vendor in Airtable. When a vendor's renewal total exceeds its previous recorded amount, it posts the comparison to Microsoft Teams so the increase is reviewed before the next payment goes out.
When to use it
Reach for this when invoices are filed in Google Drive and your team coordinates in Microsoft Teams, and you want a lightweight, visible price-history ledger in Airtable without standing up a database.
How it works
- 1A new file is added to the watched Drive invoices folder.
- 2An OpenAI step extracts vendor name, total, and billing term from the PDF.
- 3The flow looks up the vendor's last recorded total in Airtable.
- 4A logic step flags the invoice when the new total is higher than the prior term.
- 5The Airtable record is updated with the new amount and date.
- 6A Microsoft Teams message posts the vendor and the price jump for review.
Set it up
What you configure once, before turning it on.
- 1Connect Google DriveDocs, sheets, slides, files.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Connect Microsoft TeamsChannels, chats, 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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