INVOICE PROCESSING
Duplicate Invoice Detection from Outlook with Teams Alerts
Catches duplicate vendor invoices as they arrive in Outlook by fingerprinting vendor, invoice number, and amount against Postgres history.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email in Outlook AP mailboxOutlook
- ActionExtract vendor, number, amount, date with AIOpenAI
- ActionCheck fingerprint against Postgres historyPostgres
- LogicBranch: new invoice or suspected duplicate?
- ActionRecord new invoice in PostgresPostgres
- OutputAlert AP lead in Teams with both recordsMicrosoft Teams
What it does
Every invoice arriving in the Outlook mailbox is parsed and fingerprinted on vendor identity, invoice number, and amount. The flow checks that fingerprint against historical invoices in Postgres. Genuine new invoices pass straight through to the processing queue. Likely duplicates — same vendor and number, or same amount and date from the same supplier — are quarantined and the AP lead is pinged in Teams with both records side by side so they can confirm or release.
When to use it
Use this when vendors resend invoices, or when forwarded emails create double entries that risk paying the same bill twice. It is a focused control that sits in front of your main intake flow.
How it works
- 1A new Outlook email triggers the run.
- 2OpenAI extracts vendor, invoice number, amount, and date.
- 3The flow queries Postgres for any prior invoice with a matching fingerprint.
- 4A branch decides whether this is a new invoice or a suspected duplicate.
- 5New invoices are written to Postgres and queued normally.
- 6Suspected duplicates trigger a Teams alert to the AP lead with both records.
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.
- 4Connect Microsoft TeamsChannels, chats, files.
- 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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