INVOICE PROCESSING
Review emailed vendor invoices with an agent and open AP tasks for anomalies
Watches a shared AP inbox for invoice PDFs, has an agent extract vendor and amount, checks the amount against the vendor's prior invoices in Postgres.
How it runs
The automated pipeline, trigger to output.
- TriggerInvoice PDF email arrives in AP inboxGmail
- ActionAgent extracts vendor, total, line itemsOpenAI
- ActionQuery vendor invoice history in PostgresPostgres
- LogicCompare amount and line-item mix to history
- OutputCreate Asana review task for anomaliesAsana
What it does
Turns a messy AP inbox into a triaged work queue. An agent reads each emailed invoice PDF, pulls the vendor and total, compares it to what that vendor has billed before, and only spins up a human review task when the amount or line items deviate from the established pattern.
When to use it
Use this when invoices arrive as email attachments rather than through a portal, and you want intelligent triage instead of a human opening every PDF. Good for teams whose vendors send inconsistent formats that rule-only parsers choke on.
How it works
- 1A new email with a PDF attachment arrives in the Gmail AP inbox.
- 2An agent (paperclip) extracts vendor, invoice number, total, and line items from the document.
- 3The flow queries Postgres for that vendor's recent invoice history.
- 4A logic step compares the new total and line-item mix against the history.
- 5Normal invoices are recorded silently; anomalous ones become an Asana task with the agent's reasoning attached for an AP reviewer.
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.
- 4Connect AsanaTasks, projects, milestones — everywhere.
- 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.
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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