INVOICE PROCESSING
Invoice Pre-Match with Tiered Approval Routing
Parses invoices landed in Dropbox, three-way matches them against PO and receipt data in BigQuery.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice PDF added to DropboxDropbox
- ActionExtract lines and total with OpenAIOpenAI
- ActionFetch PO and receipt lines from BigQueryBigQuery
- LogicMatch check, then route by dollar threshold
- ActionWrite auto-approved row for small clean matchesBigQuery
- OutputSend approval or exception card to MS TeamsMicrosoft Teams
What it does
Combines the three-way match with spend-based approval policy. A clean match under your auto-approve threshold posts straight to the ledger; a clean match above it goes to a manager; any mismatch goes to the exception queue regardless of amount. One workflow enforces both data accuracy and approval authority.
When to use it
Use it when approval limits depend on invoice value and you want low-value, fully-matched invoices to clear without human touch while preserving manager sign-off on larger spend.
How it works
- 1A new invoice PDF in Dropbox triggers the run.
- 2OpenAI extracts the line items and invoice total.
- 3BigQuery provides the matching PO lines and receipts for the three-way check.
- 4A logic step first confirms the match, then evaluates the total against the approval threshold.
- 5Clean matches under threshold write an auto-approved row to BigQuery.
- 6Clean matches over threshold send a manager approval card to Microsoft Teams.
- 7Mismatches post to the Teams exception channel with the failing lines.
Set it up
What you configure once, before turning it on.
- 1Connect DropboxFiles and folders.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect BigQueryDatasets, queries, schemas.
- 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.
More Invoice Processing workflows
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.
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.
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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