INVOICE PROCESSING
Email Invoice Intake to Airtable PO Matching
Watches an AP inbox for vendor invoice PDFs, extracts the totals and PO number with OpenAI, matches against open POs in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice email arrives in AP inboxGmail
- ActionDownload invoice PDF attachmentGmail
- ActionExtract PO number and totals with OpenAIOpenAI
- ActionLook up matching open PO in AirtableAirtable
- LogicSet match status from total comparison
- OutputWrite matched invoice record to AirtableAirtable
What it does
Turns emailed PDF invoices into structured Airtable records that are already matched to a purchase order. It reads the attachment, pulls vendor, PO number, line totals, and invoice amount, then finds the corresponding open PO and writes a single row showing whether it matches.
When to use it
When vendors email invoices as PDFs and someone is hand-keying them into a tracker and looking up the PO each time. This removes the typing and the lookup in one pass.
How it works
- 1A new email with an attachment arrives in the monitored Gmail AP inbox.
- 2The flow downloads the invoice PDF.
- 3OpenAI extracts vendor name, PO number, invoice number, line items, and grand total into structured fields.
- 4The flow queries Airtable for the open PO matching that number.
- 5A logic step compares invoice total to PO balance and sets status to Matched, Over-billed, or No-PO-Found.
- 6The record is written to the Airtable Invoices table with the status flag and a link to the source email for AP review.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 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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