INVOICE PROCESSING
Three-Way Match Vendor Invoices Against PO and Goods Receipt
When a vendor invoice lands in a shared inbox, matches it line-by-line against the purchase order and goods-receipt record in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP inboxGmail
- ActionExtract line items, PO number, totals from PDFOpenAI
- ActionLook up matching PO and goods receiptAirtable
- LogicCompare qty, price, received amount vs tolerance
- OutputMark Approved or Exception in Airtable queueAirtable
What it does
Receives an incoming vendor invoice, extracts its line items and totals, and reconciles them against the matching purchase order and goods-receipt entry held in Airtable. Invoices where quantity, unit price, and received amount all agree within tolerance are marked approved automatically; anything outside tolerance is held as an exception so AP staff never pay an unverified bill.
When to use it
Run this when your AP team manually opens every invoice, looks up the PO in a spreadsheet, and eyeballs whether the goods actually arrived. It removes the repetitive matching step and only surfaces the invoices that genuinely need a human.
How it works
- 1A new invoice email arrives in the AP Gmail inbox and triggers the flow.
- 2The invoice PDF is parsed into structured line items, vendor, PO number, and total.
- 3The matching PO and goods-receipt records are pulled from Airtable by PO number.
- 4A match check compares quantities, unit prices, and received-vs-billed amounts against the configured tolerance.
- 5Clean matches update the Airtable invoice record to Approved; mismatches set it to Exception with the failing fields noted.
- 6The result and any variance summary are written back to Airtable for the AP queue view.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect OpenAIModels, embeddings, files.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, 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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