INVOICE PROCESSING
Dedupe AP Intake in Airtable Before Approval
Watches the Airtable AP intake table for new invoice rows, fuzzy-matches each against paid and pending records.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice row in Airtable AP intakeAirtable
- ActionScan paid and pending rows for matchesAirtable
- LogicBranch: suspected duplicate vs. clean
- ActionFlag row as Duplicate with link to originalAirtable
- OutputNotify reviewers of flagged invoiceSlack
What it does
Every time a new invoice lands in your Airtable AP intake base, this workflow compares it against both already-paid and still-pending records using vendor name, normalized amount, and invoice number. Suspected re-submissions are tagged and moved to a hold view before any human clicks approve, keeping the duplicate out of the payment queue at the source.
When to use it
Use this when your AP team triages invoices in Airtable and approvals are manual. It catches near-duplicates (re-typed numbers, rounded amounts) that exact-match rules miss, before they ever reach a payout step.
How it works
- 1A new row created in the Airtable AP intake table fires the trigger.
- 2The flow normalizes vendor, amount, and invoice number into comparable keys.
- 3It scans existing paid and pending rows for fuzzy and exact matches.
- 4If a likely duplicate is found, the row is updated with a Duplicate flag and a link to the original.
- 5Flagged invoices are routed to a review channel; clean ones are marked Ready for approval.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
More Invoice Processing workflows
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Nightly audit that flags duplicate payments already made
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Block duplicate Stripe payouts before they send
When a new vendor invoice is queued for payment in Stripe, cross-check it against your paid-invoice history in Postgres and halt any payout that matches an already-paid invoice.
Agent that codes Front invoices to GL accounts and drafts a bill
An agent reads each Front vendor invoice, assigns GL account codes per line item using your chart of accounts and past coding history.
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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