INVOICE PROCESSING
Catch SaaS invoice price hikes in Gmail and alert before paying
Parses each vendor invoice arriving in Gmail, compares the line-item total against the same vendor's prior invoice stored in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP Gmail labelGmail
- ActionExtract vendor, date, and total from attachmentOpenAI
- ActionLook up vendor's prior total in price historyAirtable
- LogicBranch when increase exceeds tolerance
- ActionPost price-hike alert with old vs new amountSlack
- OutputWrite new total back as next baselineAirtable
What it does
This workflow watches your accounts-payable inbox for new vendor invoices, extracts the vendor name and total, and checks that total against what the same vendor billed last period. If the charge crept up beyond your tolerance (say 3%), it flags the increase in Slack before anyone schedules payment, then records the new amount so next month's comparison stays accurate.
When to use it
Use it when SaaS and subscription invoices land as email attachments and silent renewal-price bumps slip through to payment unnoticed. Ideal for ops or finance teams who pay dozens of recurring vendors and want a human gate on any unexpected increase.
How it works
- 1A new email matching your AP label arrives in Gmail with an invoice attached.
- 2An OpenAI step reads the attachment and pulls out vendor, invoice date, and total amount.
- 3The flow looks up that vendor's last recorded total in an Airtable price-history table.
- 4A logic step computes the percentage delta and branches only when it exceeds your tolerance.
- 5A Slack message names the vendor, old vs new amount, and percent jump for review.
- 6The new total is written back to Airtable so it becomes next period's baseline.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 4Connect SlackChannels, DMs, threads, mentions.
- 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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