INVOICE PROCESSING
Catch duplicate invoices as they hit your AP inbox
Watches your accounts-payable Gmail inbox for incoming invoice emails, fingerprints each one, and routes likely duplicates to a review label instead of into the approval queue.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP inboxGmail
- ActionParse vendor, invoice number, total
- ActionLook up existing invoice in PostgresPostgres
- LogicBranch: new invoice vs. duplicate
- OutputLabel duplicate in Gmail for reviewGmail
What it does
Monitors the shared AP mailbox and inspects every inbound invoice attachment. It extracts the vendor name, invoice number, and total, then checks those against the Postgres record of invoices already received or paid. Genuine new invoices move forward; suspected re-sends are quarantined for a person to confirm before they ever reach approval.
When to use it
Use this when vendors email invoices and frequently resend the same bill as a reminder, or when forwarded chains create accidental duplicates. It stops the duplicate at intake, the cheapest place to catch it.
How it works
- 1A new email arrives in the AP Gmail inbox and triggers the flow.
- 2The invoice fields are parsed from the message and attachment.
- 3Postgres is queried for an existing invoice with the same vendor and invoice number.
- 4A logic branch splits new invoices from probable duplicates.
- 5New invoices are recorded in Postgres and left for normal processing.
- 6Duplicates get a Gmail label applied and a note back to the AP owner.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect PostgresAny Postgres URL — query, write, migrate.
- 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
Gate invoice approvals on a duplicate cross-check
When an approver clicks Approve in your AP system, a webhook re-validates the invoice against paid history in Postgres and Stripe charges.
Nightly audit that flags duplicate payments already made
Runs every night to scan the last 90 days of Stripe payments against your Postgres invoice ledger.
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.
AI agent that investigates suspected duplicate invoices
When a new invoice can't be cleared by exact-match rules, an AI agent reviews paid history for near-duplicates (split bills, renamed vendors, rounding) and recommends pay, hold…
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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