DOCUMENT OPS
Log inbound invoices to Airtable and archive the PDF in Dropbox
Detects invoice attachments in Outlook, extracts vendor, invoice number, and amount, creates an Airtable register row.
How it runs
The automated pipeline, trigger to output.
- TriggerNew Outlook email with PDFOutlook
- LogicConfirm document is an invoiceHugging Face
- ActionExtract vendor, number, date, totalHugging Face
- ActionCreate Airtable register rowAirtable
- ActionRename and upload PDF to DropboxDropbox
- OutputWrite Dropbox link back to AirtableAirtable
What it does
Builds an accounts-payable register automatically. When an invoice arrives by email, it pulls the key fields, records them as a structured Airtable row, and archives the source PDF in Dropbox under the vendor with a filename that matches the register entry.
When to use it
Use it when AP is keying invoices into a spreadsheet by hand and storing PDFs ad hoc. It gives finance a searchable register linked one-to-one with the archived document, ready for approval and reconciliation.
How it works
- 1A new Outlook message with a PDF attachment triggers the run.
- 2The attachment text is extracted and a Hugging Face model confirms it is an invoice; non-invoices are skipped.
- 3An extraction step pulls vendor name, invoice number, invoice date, and total amount.
- 4A new row is created in the Airtable invoice register with those fields plus the sender email.
- 5The PDF is renamed `INV_{vendor}_{invoice-number}.pdf`.
- 6The file is uploaded to the vendor's Dropbox folder and the Airtable row is updated with the Dropbox link.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect Hugging FaceModels, datasets, spaces — the open-source hub.
- 3Connect AirtableBases, tables, views, automations.
- 4Connect DropboxFiles and folders.
- 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 this workflow in your colony.
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