INVOICE PROCESSING
Classify and Route Inbound Invoices Into the Three-Way Match Queue
Accepts invoices posted from a vendor portal webhook, classifies each as PO-backed or non-PO, normalizes the data into Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice posted via vendor portal webhookHTTP webhook
- ActionExtract and normalize invoice fieldsOpenAI
- LogicClassify PO-backed vs non-PO
- ActionCreate record in correct Airtable laneAirtable
- OutputConfirm intake and log record linkHTTP webhook
What it does
Serves as the front door for vendor invoices arriving from a portal or document service. Each payload is classified by whether it references a purchase order, normalized into a consistent Airtable record, and routed accordingly: PO-backed invoices enter the three-way match queue, while non-PO invoices are sent to a manual coding-and-approval lane.
When to use it
Use this when invoices come in through an upstream system via webhook and you need one reliable intake that cleans, classifies, and routes them before matching. It keeps the match queue free of invoices that can never match a PO.
How it works
- 1An inbound webhook delivers a new invoice payload from the vendor portal.
- 2The flow extracts vendor, amounts, line items, and any PO reference and normalizes them.
- 3A classification step determines whether a valid PO number is present.
- 4PO-backed invoices are created in Airtable with status Ready for Match; non-PO invoices are created with status Needs Coding.
- 5A confirmation is posted back to the webhook source and the new record link is logged for traceability.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect OpenAIModels, embeddings, files.
- 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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