INVOICE PROCESSING
GL-code inbound vendor invoices from email line items
Watches a shared AP inbox for vendor invoice emails, extracts each line item, and suggests a GL account code per line using your chart of accounts.
How it runs
The automated pipeline, trigger to output.
- TriggerNew vendor invoice email in AP inboxGmail
- ActionExtract line items from email and attachmentGmail
- ActionClassify each line to a GL account codeOpenAI
- LogicFlag low-confidence lines for review
- OutputWrite coded invoice to Airtable review queueAirtable
What it does
Monitors an accounts-payable Gmail inbox for incoming vendor invoices, parses every line item from the attachment or body, and proposes a general-ledger account code for each line. Coded invoices land in an Airtable review queue so AP staff approve rather than type.
When to use it
Use it when invoices arrive by email and a human currently reads each one and hand-keys GL codes. It removes the blank-page coding step while keeping a person in the approval loop.
How it works
- 1A new email matching your AP-inbox filter triggers the run.
- 2The invoice text and any PDF attachment are pulled and normalized into discrete line items.
- 3An OpenAI classification step maps each line to a GL account using your chart-of-accounts list and the vendor name as context, returning a code plus a confidence score.
- 4A logic step flags any line below the confidence threshold for mandatory human review.
- 5The coded invoice, line items, suggested codes, and flags are written to an Airtable AP queue for one-click approval.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 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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