INVOICE PROCESSING
Agent-Driven Invoice Intake and Three-Way Reconciliation
An agent monitors the AP inbox, reads each incoming invoice email and attachment, locates the right PO and receipt.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP mailboxGmail
- ActionExtract invoice and PO details from email and attachmentOpenAI
- ActionQuery candidate POs and receipts in PostgresPostgres
- LogicClassify as match, partial, or dispute
- ActionRecord decision and reasoning to PostgresPostgres
- OutputReply to vendor / notify AP with outcomeGmail
What it does
This is an agent-led intake desk for messy, real-world invoices. It reads the email body and attached PDF, finds the purchase order even when the reference is informal, and works through the kind of ambiguity that breaks rigid matchers: split shipments, rounding, or units that differ between PO and invoice.
When to use it
Use this when invoices arrive as free-form emails and your matching rules keep dumping everything into manual review because vendors format things inconsistently. The agent absorbs that variability and only escalates genuine disputes.
How it works
- 1A new email arrives in the monitored Gmail AP mailbox, triggering the agent.
- 2The agent extracts invoice and PO details from the body and attachment using OpenAI.
- 3It queries Postgres for candidate POs and receipts and selects the best match.
- 4It reasons over quantity, price, and unit differences to classify the invoice as match, partial, or dispute.
- 5It records the decision and full reasoning trail to Postgres.
- 6It replies to the vendor or notifies AP with the outcome and any missing-document request.
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.
- 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.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.