INVOICE PROCESSING
Email-Intake Invoice Match Against Postgres ERP
Catches invoices arriving in a shared Gmail inbox, extracts the line items, reconciles them to PO and receiving tables in your Postgres ERP.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email arrives in AP Gmail inboxGmail
- ActionExtract line items from attachment with OpenAIOpenAI
- ActionLook up PO and receiving lines in PostgresPostgres
- LogicVerify qty within received and price within tolerance
- ActionCreate approval task in Asana for matchesAsana
- OutputReply on email thread flagging failed linesGmail
What it does
Turns an AP email inbox into a self-clearing queue. Each inbound invoice is parsed, matched three ways against open POs and posted receipts in Postgres, and only fully reconciled invoices generate an approval task. Anything with a quantity, price, or missing-receipt discrepancy is held back and reported.
When to use it
Ideal when vendors email invoices to a central address and your purchase orders and receiving records live in a Postgres-backed ERP. Use it to stop unmatched invoices from ever reaching an approver.
How it works
- 1A new email with an attachment in the AP Gmail inbox triggers the run.
- 2OpenAI extracts vendor, PO reference, and line items from the attachment.
- 3Postgres is queried for the matching PO lines and their receiving quantities.
- 4A logic step verifies invoiced quantity does not exceed received quantity and price matches the PO within tolerance.
- 5Fully matched invoices create an approval task in Asana with line detail attached.
- 6Unmatched invoices reply to the originating email thread noting which lines failed.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 4Connect AsanaTasks, projects, milestones — everywhere.
- 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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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.
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.
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.
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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