INVOICE PROCESSING
Inbox Invoice Intake and Match Validator
Watches a shared AP inbox, parses each emailed invoice PDF, looks up its PO and receipt.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email arrives in AP inboxGmail
- ActionParse invoice PDF into structured fields
- ActionLook up PO and goods receipt in PostgresPostgres
- LogicRun three-way match and classify result
- OutputReply requesting missing info or file clean matchGmail
What it does
Handles invoices that arrive as email attachments. It extracts vendor, PO number, line items, and totals from the PDF, finds the matching PO and goods receipt, runs the three-way match, and acts on the result: clean invoices are recorded for payment, while mismatches get an auto-reply to the vendor or internal sender asking for exactly what is missing.
When to use it
Use it when most invoices land in a shared AP mailbox and someone manually opens each PDF to key it in and check it. This automates intake plus the first validation pass.
How it works
- 1A new message in the AP Gmail inbox triggers the flow.
- 2The invoice PDF is parsed into structured fields (vendor, PO, lines, totals).
- 3The flow looks up the referenced PO and goods receipt in Postgres.
- 4A decision step runs the three-way match and classifies the result.
- 5Clean matches are inserted into Postgres as ready-to-pay.
- 6Exceptions trigger a templated email reply requesting the missing receipt, corrected price, or valid PO number.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect PostgresAny Postgres URL — query, write, migrate.
- 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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