INVOICE PROCESSING
Nightly sweep that finds duplicates already sitting in the pending queue
Runs on a schedule each night, scans all pending invoices in Postgres for fingerprint collisions against each other and the paid ledger.
How it runs
The automated pipeline, trigger to output.
- TriggerNightly schedule fires
- ActionLoad and fingerprint all pending invoices from PostgresPostgres
- ActionMatch pending against paid ledger and each other
- LogicGroup and deduplicate collisions per vendor
- ActionWrite collision set to Snowflake audit tableSnowflake
- OutputEmail duplicate digest to AP teamOutlook
What it does
Real-time guards catch invoices one at a time, but duplicates can pile up in the pending queue between checks, especially when two copies arrive in the same window. This scheduled sweep reconciles the entire pending queue every night, comparing every pending invoice against both the paid ledger and the other pending invoices, then ships AP a single clean digest of collisions to resolve before approvals start.
When to use it
Use it as a catch-all safety net layered under your real-time guard. It surfaces same-day double submissions and anything that slipped through, so the morning approval batch starts clean.
How it works
- 1A nightly schedule triggers the sweep.
- 2All pending invoices are loaded from Postgres and fingerprinted.
- 3Each pending fingerprint is matched against the paid ledger and the other pending records.
- 4A logic step groups collisions and deduplicates the findings into one set per vendor.
- 5The collision set is written to a Snowflake audit table for the AP trail.
- 6A summarized digest of all suspected duplicates is emailed to the AP team.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect SnowflakeWarehouses, queries, shares.
- 3Connect OutlookMail, calendar, contacts.
- 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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