INVOICE PROCESSING
Email a Daily Digest of Unmatched and Aging Invoice Exceptions
Runs every morning, scans the Airtable invoice queue for exceptions and approvals stuck past their SLA.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekday morning schedule
- ActionQuery exceptions and aging approvals in AirtableAirtable
- LogicBucket by aging band and dollar exposure
- OutputEmail prioritized aging digest via GmailGmail
What it does
Produces a once-a-day rollup of every invoice that is not cleanly through the pipeline: failed three-way matches, approvals waiting too long, and invoices approaching their payment-due date. It groups them by age and dollar exposure and sends AP leadership a single digest email instead of a noisy stream of alerts.
When to use it
Use this when exceptions pile up faster than they clear and managers need a daily snapshot of where the backlog and risk sit. It surfaces the oldest and largest stuck invoices first so the team works the right ones.
How it works
- 1A scheduled trigger fires each weekday morning.
- 2The flow queries Airtable for invoices in Exception or Pending Approval, plus approved ones nearing their due date.
- 3A grouping step buckets records by aging band and totals the dollar exposure per band.
- 4A formatted digest is assembled, sorted by age and amount.
- 5The digest is emailed to the AP leadership distribution list via Gmail with a link back to the live Airtable queue.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect GmailRead, draft, send, label.
- 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
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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