INVOICE PROCESSING
Catch invoices that bill above the matching purchase order
Reads invoices arriving in Outlook, matches each to its purchase order in Airtable by PO number.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in Outlook AP folderOutlook
- ActionExtract PO number and invoiced totalOpenAI
- ActionRetrieve matching approved PO amountAirtable
- LogicIsolate invoices billing over their PO
- OutputFlag PO vs invoice mismatch for resolutionMicrosoft Teams
What it does
This workflow performs a two-way match on incoming invoices. When an invoice email lands in Outlook, it extracts the PO number and total, finds the matching purchase order in Airtable, and verifies the invoiced amount does not exceed the approved PO amount. Any invoice that bills over its PO — a classic sign of crept pricing or scope drift — triggers a Teams alert with both figures so the variance gets resolved before the invoice is paid.
When to use it
Use it when your purchasing process issues POs and you need to ensure vendors bill only what was authorized. Best for teams on Microsoft 365 that route AP through Outlook and coordinate approvals in Teams.
How it works
- 1A new invoice email arrives in the Outlook AP folder.
- 2An OpenAI step extracts the PO number and invoiced total.
- 3An Airtable lookup retrieves the matching approved PO amount.
- 4A logic step compares invoice to PO and isolates over-PO billing.
- 5A Teams message flags the mismatch with PO vs invoice amounts for resolution.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 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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Agent that codes Front invoices to GL accounts and drafts a bill
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Detect duplicate Front invoices and archive originals to S3
Parses each Front vendor invoice, checks it against a history table for duplicates, archives the source PDF to S3 with a normalized key, and alerts AP when a duplicate is caught.
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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