INVOICE PROCESSING
Three-Way Match Vendor Invoices from Email with Exception Queue
Watches a shared AP inbox for vendor invoice PDFs, matches each against its purchase order and goods receipt in Snowflake.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email in AP inboxGmail
- ActionParse invoice PDF to structured fieldsOpenAI
- ActionFetch matching PO and goods receiptSnowflake
- LogicCompare price, qty, and unit within tolerance
- ActionWrite approved match back to ledgerSnowflake
- OutputRoute discrepancies to Slack exception queueSlack
What it does
This pipeline turns an unattended accounts-payable inbox into a self-clearing three-way match engine. Each invoice that arrives is parsed, reconciled against its PO and receipt of goods, and either approved for payment or escalated to a human with the exact line that failed.
When to use it
Run this when vendors email invoices to a shared AP address and your matching today is a person eyeballing three documents in three tabs. It removes the manual cross-check and only surfaces the ones that genuinely need judgment.
How it works
- 1A new email with a PDF attachment lands in the monitored Gmail label.
- 2The invoice is parsed with OpenAI into structured fields: PO number, line items, quantities, and totals.
- 3The PO and goods-receipt records are pulled from Snowflake by PO number.
- 4A match check compares price, quantity, and unit on every line within tolerance.
- 5Clean matches are written back to Snowflake as approved; any variance routes to a Slack exception channel with the failing line highlighted.
- 6The AP team clears or rejects each exception from Slack.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect SnowflakeWarehouses, queries, shares.
- 4Connect SlackChannels, DMs, threads, mentions.
- 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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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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