INVOICE PROCESSING
Catch Unexpected Early Vendor Bills Arriving in Outlook
Scans incoming vendor invoices in Outlook, compares each against the vendor's normal billing schedule.
How it runs
The automated pipeline, trigger to output.
- TriggerNew invoice email arrives in AP Outlook inboxOutlook
- ActionExtract vendor, date, and amount with OpenAIOpenAI
- ActionMatch vendor cadence record in PostgresPostgres
- LogicFlag bills arriving earlier than expected window
- OutputForward flagged early bill to AP reviewer in OutlookOutlook
What it does
Monitors a shared AP mailbox for inbound vendor invoices. For each one, it uses an LLM to extract the vendor, invoice date, and amount, then compares the arrival against that vendor's known cadence in Postgres. If a bill shows up materially earlier than its expected window, it gets flagged as an anomaly worth a human check — a common signal of duplicate billing, a billing-cycle change, or fraud.
When to use it
Use it when early or off-cycle invoices are a real risk: you want a gate that questions any recurring bill arriving ahead of schedule before it lands in the payment run.
How it works
- 1New email arriving in the AP Outlook inbox triggers the flow.
- 2OpenAI extracts vendor name, invoice date, and amount from the message and attachment.
- 3Match the vendor to its cadence record in Postgres.
- 4Branch: flag invoices arriving earlier than the expected window or duplicating a recent bill.
- 5Reply or forward in Outlook to the AP reviewer with the early-bill flag and the expected-vs-actual dates.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect PostgresAny Postgres URL — query, write, migrate.
- 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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